National One Health Strategic PlanWorkshop Facilitator’s Guide

Draft

Introduction Purpose of this Facilitation Guide

This Facilitator’s Guide provides in-depth guidance for facilitators of a national One Health strategic planning stakeholder workshop (sometimes called the stakeholder workshop). The Guide follows each slide of the Stakeholder Workshop PPT and provides relevant details including useful tips on the ‘how-to’ and ‘what-to-do’ during the workshop.

The Strategic Planning Stakeholder Workshop The two-day stakeholder workshop, which follows preparatory activities including a desk review of relevant documents, is part of the participatory, stakeholder-driven OHSP development process. The job of the workshop facilitator is not to direct content but help participants identify, clarify, and align mission, vision, strategic pillars, objectives, proposed activities, and indicators that are expected to be implemented to achieve the desired result. It is essential that the strategy enhances multi-sectoral engagement and is relevant to the existing situation and needs. Alignment with the existing global and national realities, including different policies, commitments, programs, and resources, is also expected.

Participants of the Strategic Planning Stakeholder Workshop

The workshop is expected to bring together approximately 40 stakeholders from core One Health public sectors, bilateral and multilateral partners, international non-governmental organizations (NGOs), civil society, academics, and the private sector. A generic list of participants for this workshop includes:

All the members of the National One Health Platform and the National One Health steering committee

Representatives from human health sector, such as the Ministry of Health and other public health institutions involved in One Health

Representatives from livestock, animal health sectors, human and animal health laboratories, food and medicine control, and administration authorities

Representatives from environment and wildlife authorities Multilateral organizations such as WHO and FAO Bilateral partners such as USAID and the CDC NGO representatives Representatives of the civil society and private sectors Research and academic institutions

Methodology for the Workshop

The workshop will involve facilitated small group and plenary discussions. During the workshop, participants will:

Review and discuss the country background and analysis identified during the preparatory phase (background report/desk review).

Develop the vision and mission of the National One Health Strategic Plan. Identify the strategic pillars, objectives, indicators, and activities that will drive the

partners to achieve intended results, which gradually contribute to the achievement of the vision in the longer-term.

Preparatory Actions for the Workshop

Discuss among the One Health partners and key stakeholders to reach consensus on developing or renewing the strategic plan.

Meet with stakeholders to garner support and participation in the strategic planning stakeholder workshop. This will help ensure that the right person from each stakeholder participates in the workshop.

Set the agenda for the workshop. If there are critical people who must buy into the outcome of the workshop, they should be at the meeting. The agenda could be shared with the participants in advance, via email.

Prepare a background report that contains country background information on One Health. This will be done through a thorough review and analysis of the current situation of animal and human health as well as the ecosystem; the wide range of stakeholders that potentially contribute to OH implementation; and the existing policies, strategies and institutional frameworks relevant to One Health–with the leadership and active involvement of the National One Health Platform in the country.

OPTIONAL: Form a small group, such as among experts, to conduct a preliminary analysis of the strengths and weaknesses of the country in relation to OH, as well as the opportunities and threats in the external environment—including the political, socio-economic, environmental, and technological dimensions that impact the development of the strategy. Conducting the initial SWOT analysis will be helpful to drive the process of the analysis during the strategic planning stakeholder workshop faster. Otherwise, this analysis can be done during the workshop.

Distribute invitations to participants ahead of time. To avoid conflicts with other engagements by the participants or stakeholders, send the invitations four weeks prior to the workshop.

Develop a list of confirmed participants, with contact details and positions or roles within the stakeholder’s office.

Conduct preparatory meetings with facilitators, etc. Make logistics arrangements (stationary, hotel, travel, etc.)

Purpose and Objectives of the Workshop

Purpose of the Workshop

The purpose of the workshop is to build consensus on the strategic focus of the implementation of One Health through the involvement of OH actors to prevent, detect, and respond to health threats that need multi-sectoral collaboration, such as zoonotic diseases, antimicrobial resistance, food safety, biosafety, and biosecurity among others.

Objectives

Conduct a SWOT analysis to identify the internal and external issues that affect the strategy and its implementation in the country.

Craft a vision statement that articulates the platform’s view of a realistic, credible, and attractive future as well as a mission (mission statement) that encapsulates the platform’s reason for being.

Identify strategic pillars, objectives, activities, and indicators to determine progress.

Deliverables of the Strategic Planning Stakeholder Workshop

Workshop report – within one week of the workshop Draft of the One Health Strategic Plan

National One Strategic Planning Workshop Agenda - Template Dates:

Venue:

Facilitators:

Detailed Agenda for the Two-Days Workshop

Date and Time Topic and Methodology Facilitator/s

Day 1 8:30am –9:00 am Registration 9:00 am – 9:15 am Welcome and Introduction

9:15 am –9:30 am Opening Remarks Chairperson, One Health Steering Committee

9:30am – 9:50am Presenting the Purpose and Objectives of the Workshop

9:50 am–10:10 am Presentation on the Strategic Planning Basics, in the Context of the One Health

10.10 am – 11.00 am

Overview of Background Information and Introduction of SWOT Analysis Activities: Group work to:

Review background information Conduct SWOT analysis (identify strengths,

weaknesses, opportunities, and threats to One Health planning)

11:00 am –11:30 am

Coffee Break

11:30 am – 12:00 pm

Group Work Presentations

Date and Time Topic and Methodology Facilitator/s

12:00 pm –1:00pm Develop Vision and Mission Statements for One Health

Presentation on Vision and Mission Group discussion and reflection

1:00am – 2:00pm Lunch 2:00 pm –2:30 pm Continued Discussion on the Vision, Mission 2:30 pm –3:00 pm Define Guiding Principles and Values for One Health

Plenary Discussion3:00 pm – 4:00 pm Identify Strategic Pillars for the New Strategic Plan for OH

Group Discussions and Presentation4:00 pm – 4:30 pm Coffee Break 4:30 pm –5:00 pm Wrap-Up and Overview of Day 2 Activities 5:00 pm – 5:15 pm Closing 5:15 pm – 5:45 pm Team Debriefing (P&R team and facilitators)Day 28:30 am –9:00 am Opening and Recap of Day 1

9:00 am –11:00 am

Presentation and Group Discussion Identifying Strategic Pillars, Objectives, and

Indicators for the National One Health Strategic Plan

11:00 am –11:30 am

Coffee Break

11:30 am –1:00 pm

Group Discussions to Formulate Activities for Each Objective Presentation and Group Discussion

1:00 pm –2:00 pm Lunch 2:00 pm –3:30 pm Group work

Continue Discussions on Activities and Resource Planning for the Implementation of the National One Health Strategic Plan

Discussion on resource planning and mobilization 3:30 pm –4:00 pm Coffee Break

4:00 pm –5:00 pm

Discussion on the Way Forward Presentation on the complete strategic framework

for National One Health Content and structure of the Strategic Plan Discuss contribution from the NOH team in the

write-up5:00 pm – 5:15 pm Closing 5:15 pm –6:00 pm Team Debriefing

DAY 1

Day 1 ActivitiesTime Step Remark

8:30 am -9:00 am

RegistrationUse the registration form to collect the name of the participant, representing institution, the participant’s designation and telephone and email contact details. Participants will be provided with a name tag, which will also be prepared in advance. If a participant’s name tag has not been printed in advance, facilitators can write down the participants’ names on a hard paper and stick with a cardholder.

9:00 am – 9:15 am

Official Welcome and Introduction A representative from the NOHP delivers the welcome. Then, all participants in the room introduce themselves, stating their names, institutions, and what they expect from the workshop.

9:15 am – 9:30 am

Opening RemarkWhere appropriate a government official may also give opening remarks. Note: If a government official will be speaking, develop talking points for them. These should be high-level points: e.g., How OH fits in the wider national plans; why OH at a national level; how the government is supporting; and expectations beyond the workshop.

9:30 am -9:50 am

Introduce Purpose and ObjectivesPresent Slide 2 of the PowerPoint: Note that the purpose of the workshop is to build consensus on core focus of the One Health Strategic Plan. Mention that agreeing on the key elements of the strategic plan is vital; the need for multi-sectoral collaboration in addressing zoonotic diseases, antimicrobial resistance, food safety, biosafety and biosecurity, and other public health threats is at the heart of implementing One Health.

Also, summarize the following objectives in a few sentences: Conduct SWOT analysis of the national One Health situation;

consider analysis when developing the strategic plan. Craft a vision statement that articulates the platform’s view of

a realistic, credible, and attractive future as well as a mission statement that encapsulates the platform’s reason for being.

Identify strategic pillars, objectives, activities, and indicators to determine progress.

Ask the participants what they expect from the workshop. Allow some participants to reflect here, comparing their expectations and the purpose and aims presented here.

Give your final opinion based on the reflections from participants, to make sure that the participants’ expectations align with the workshop’s purpose and objectives.

Time Step Remark

Review the workshop agendaDisplay slide 3 of the PPT to take the participants through the major points of the agenda, as outlined on the slide. Inform the participants that the workshop will briefly review theoretical background and assumptions, before engaging the participants in the essential activities that will result in the development of core components of the strategic plan.

9:50 am–10:10 am Presentation on the Strategic Planning Basics

Ask participants to define a strategic plan and strategic planning. Present the slide with quotes by famous people, such as Clark Crouch and Michael Porter. Indicate that by developing a strategy, stakeholders are making decisions to do things differently or by changing /significantly modifying the usual ways of doing business. Display slide 5 and explain the diagram—that strategic approaches are needed to increase the margin of gains out of our actions. It is also important to reflect that One Health activities may be implemented in a business-as- usual manner, but this will diminish the stakeholders’ potential to identify and critically review issues, garner their resources, skills, and commitments, and align their engagement to incrementally change the situation. By displaying slide 6 in the PPT document, summarize that strategic planning is an important activity that helps the stakeholders to establish realistic targets and timeframe, increase ownership among the One Health actors, develop a shared vision, identify and plan for resources and key priorities, build consensus about where One Health is going, explore different possibilities, and ensure that the strategy is aligned to and in support of national strategies.

The Five Dimensions that Will Be Impacted by a Strategy (slide 7)Explain that a strategic plan, when designed and implemented in the right way, can bring an impact on Clarity – Alignment – Accountability –Behavioral Change – and Learning dimensions of our work.

Explain to the participants that strategic planning is not only about developing a document. The review and analysis process is far more essential than having a well-written document. Try to connect and justify the country background review and analysis in this perspective, and encourage the participants to take a critical look at the background document and also participate actively in the discussions and reflections during the workshop.

Make clear to the participants that the time invested on strategic planning is time well invested. Present the quotes by John F. Kennedy and explain the ‘Cost of Action’ and ‘Cost of Inaction’ (slide 9). In

Time Step Remark

your explanation, include that the ‘Cost of Action’ in this case is the time, finance, and other efforts being made to effectively prevent, detect, and respond to One Health threats, while the ‘Cost of Inaction’ in the contrary is the costs resulting from lack of action to effectively prevent, detect, and respond to One Health threats (such as a communicable disease outbreak or other risks related to biosafety or security). Wrap this up by repeating that the ‘Cost of Action’ in OH is always smaller than the ‘Cost of Inaction.’

Explain that a strategy is not well designed if it is too complex. Present the quote derived from Larry Bossidy, and interconnect it with the need for making a clear, precise and well understood strategic plan document.

The A-Z of strategic planning processPresent slide 10 and explain that the strategic plan, as a cycle, takes five key stages from start to end.

The first stage is review and analysis –including review to understand the situation through internal and external analysis: consult stakeholders; and assess existing program policies, resources, strengths, and weaknesses.

The second stage is about making key strategic decisions and choices that constitute the strategic plan. At this stage, we develop/revise vision and mission statements, strategic pillars, objectives, and draw up an action plan and M&E framework. You can explain that these two stages are the ones that the stakeholder workshop is now dealing with. Add that at the end of stage two, the OHSP draft will be ready.

At the third stage, finalization of the document, including launching and preparatory tasks for implementation, will be performed. At this stage, we are expected to mobilize key resources; establish or rearrange management structures; and create a positive organizational climate. The fourth stage is about translating the strategic plan document into actions. This is the stage where stakeholders make their commitments on the ground to implement proposed interventions to achieve strategic objectives.

The fifth stage is the final stage, whereby stakeholders monitor, measure impact, and figure out how to improve future actions.

10.10 am – 11.00 am

Overview of background information and introduction to SWOT analysis (slides 11-16)Indicate that the country background review document has been

Time Step Remark

prepared and included in the information distributed to the participants. Introduce the methodology and sources applied in developing the country background. The major areas reviewed and included in the background document could be: • Country Situation • Administrative Structures• Private and CSO Sector• Zoonotic Disease • One Health Approach in the Country

If other areas were included in addition to the above, feel free to discuss t hem as well. Mention that the country background information will not be presented, but that participants are expected to review the document in groups and try to validate the content as well as identify strengths, weaknesses, opportunities, and threats.

Introduction to SWOT analysis To help bring a common conceptual understanding of SWOT, present slides 17-19. Explain that the SWOT analysis is an exercise that scans the overall environment of stakeholders, platforms, policies, and strategies pertinent to OH in the country. Elaborate that the purpose of SWOT analysis is to identify internal and external factors that influence the strategic direction of the platform. Expanding a little further on the concept, explain that SWOT analysis is about revisiting the internal and external environment. The internal environment is the one that the partners and actors in the OH have full control over, while the external environment is about the things/issues that are beyond their control.

The internal environmental analysis results in the identification of strengths or weaknesses, while the external environmental analysis gives us the opportunities or threats. Summarize the presentation by further explaining that the SWOT analysis, overall, will help the stakeholders prepare to build upon strengths, eliminate weaknesses, exploit opportunities, and mitigate the effects of threats.

Group activity: Background review and SWOT analysis In preparation for the group activity, explain that the SWOT analysis is expected to assess the existing strengths and weaknesses, including within the national platform and multi-stakeholder engagement, funding sources, and resource mobilization, disease surveillance, laboratory, food safety, biosafety and biosecurity, communications, and information exchange. Besides the strengths and weaknesses, the analysis is expected to identify opportunities and threats in the external environment, including legislative, socio-economic, technological, and

Time Step Remark

environmental dimensions.

Facilitate a report-out of these notes and compile a master list on a flipchart. If the participants have computers, they can also write and present it. If the preliminary SWOT has been prepared in advance, refer to it and ask participants to point out differences or missed areas. Allow participants to reflect and discuss the contributions of all groups and record the final agreed points.

Finalize the session by reflecting that the contributions on the SWOT through the exercises as well as the reflection points have been captured and will be used to prepare the final SWOT document, which will be included in the strategic plan, among others.

12:00 pm –1:00 pm The Strategic Planning Pyramid

Display the Strategic Planning Pyramid again (slide 22) to show how the overall process of developing a strategic plan cascades from SWOT analysis down to developing strategic objectives, indicators, and proposed activities. Highlight that the workshop has now fully executed the SWOT analysis, and this is the time to develop/revise the vision and mission statements.

Reviewing National Goals/Targets/Visions in Relation to the OH Sectors (slide 23) In order to set our vision, it is important to consider what the government strategies, goals, or sectoral visions have targeted. Bring in examples from strategic documents from the key government sectors to help figure out the vision of OHSP.

Developing Vision and Mission Ask participants to define vision and mission, including the difference between these terminologies. Appreciating the participation of the participants, share conceptual definitions and the importance of vision and mission statements. Give some alternatives to the terminologies –such as Vision = Future Direction; Mission = Strategic Actions. Present slides 25-34 to elaborate on what a vision statement should look like.

Share out visions of selected global and national organizations and ask them to reflect what they think of these visions, against the common concepts explained earlier. Also include local examples, taking visions and missions from the sectors and stakeholders involved in One Health in the country.

Time Step Remark

Group Activity to Develop Vision and Mission StatementsDivide participants into smaller groups, preferably in the same groups as during the background review. Ask the groups to discuss and create vision and mission statements taking into consideration the concepts discussed, the country background review, the SWOT analysis, and the vision and mission statements of stakeholders and other organizations. Follow up with each group to clarify or explain more if needed.

Facilitate group sharing. The works of each group, written on flipcharts, can be posted on walls or flipchart stand. Invite the participants to stand and review each vision and mission statement from all groups, moving around. Ask the participants to reflect, compare, and reach a consensus as to what the vision and mission should look like.

If an agreement couldn’t be attained at this session, wrap up the session by summarizing all relevant points reflected and agreeing to revise based on the inputs and present the refined vision and mission statements the next morning.

Discuss the vision and mission statements developed by the groups, as well as all reflections with other facilitators at the end of the day, and make the necessary adjustments to present on Day 2 of the workshop.

2:30 pm –3:00 pm Define Guiding Principles and Values for One Health (slides 37-41)

Give some encouragement and appreciation to the group for its efforts to analyze and make some decisions for the strategic plan. Indicate that the next thing on the agenda is to define values. Present slides on values, slide 38-40. Explain that values are enduring principles believed to be vital for the partners or stakeholders involved in national OH action. In a plenary discussion, ask the participants to reflect and proposed values.

Present examples from different countries, as listed out in the slides. Once all the points from the participants have been captured, summarize the session by reflecting that the suggested/proposed values will be further reviewed to make proper statements to make them clear and understandable for others.

The Facilitator is expected to revise the list and make the necessary adjustments and present the final list of values on Day 2.

3:00 pm – 4:00 pm

Identify Strategic Pillars for the New Strategic Plan for NOH (slide 43)Start the session by explaining what a strategic pillar is. If the word

Time Step Remark

“pillar” is uncommon to the stakeholders or partners, try other terminologies such as thematic areas or impact areas.

Explain that pillars need to be linked to vision and mission and consistent with existing portfolios in OH implementation.

NB: The facilitator, discussing with the NOHP secretariat, can prepare a suggested list of pillars in advance, to help the group discussions move forward more quickly.

Group discussions and reflection Divide the participants into work groups and come up with proposed thematic issues. Limit the pillars to 4-6, preferably 5. Facilitate a plenary discussion to agree on suggested pillars. After consensus is reached, prepare and present the list of identified pillars to the participants. Wrap the session up by thanking the participants for their contributions.

4:30 pm –5:00 pm Wrap-up and Overview of Day 1 Activities

Present a summary of the day by going through the agenda and reflecting on major activities, discussions, and progress made. Invite a few participants to share their thoughts about the day. Wrap up the day by thanking everyone, and by reminding them to arrive on time for Day 2. Explain that the second day of the workshop is equally important and missing it would diminish their ability to create a good strategic plan.

DAY 2

Day 2 Activities Time Step Remark

9:00 am –11:00 am

Identifying Strategic Objectives and Indicators for the National One Health Strategic PlanBefore starting the session for identifying strategic objectives, explain the relationship between strategic pillars, strategic objectives, indicators, and proposed activities. Present slides 48-49 to elaborate that a pillar will have SMART objectives, indicators (measuring unit), and activities to be performed to bring about change to achieve each objective. Also, explain the logical linkage between these, as illustrated in the presentation.

Define each term in SMART:

Time Step Remark

StrategicMeasurableAchievableRelevantTime-bound

Group Work and Presentation Ask the participants to form groups (preferably the same groups as in previous activities). Assign each participant to work on a specific pillar in this group activity. Ask the participants to discuss and identify two to three objectives in each of the assigned pillars.

Facilitate a sharing session, in which participants present their objectives and all participants discuss and share their opinions. Capture reflections so that they can be used as inputs in refining the proposed objectives later. Wrap up the session and move forward.

Present slides 52-53 to provide further clarity and conceptual understanding of indicators. Explain why indicators are important in the strategic plan from the perspective of performance improvement, progress monitoring, and testing assumptions. • Drive Performance – Drives and motivates behavior and gives

direction simply through communication that these measures are being used

• Monitor Health & Progress – Evaluates progress of the strategy on a continuous basis

• Challenge Assumptions – Tests the validity of the strategy; for instance, if we are successful with our measures but not achieving the larger strategic objectives, perhaps we have selected the wrong target or even the wrong measure altogether

Group Activity Ask the groups to go through the objectives and identify indicators for respective objectives. Once the group has worked out the indicators, facilitate a share-out session and invite participants to reflect. Take note of the comments. Wrap up the session by making conclusive remarks on the development of strategic objectives and indicators. Indicate that the next session will focus on proposing activities/specific actions that need to be implemented to achieve the strategic objectives.

11:30 am –3:00 pm Developing Proposed Activities for the Strategic Plan

Present slides 56-59 to create a common understanding of what should be proposed as an activity in the strategic plan. Highlight that activities are a means by which we achieve strategic objectives. Give examples of what an activity is and what it is not.

Time Step Remark

Group Work to Develop Proposed Activities Share the template on slide 60. Participants can draw their own table in a similar way and specify the already developed strategic objectives and indicators. Ask the groups to discuss and write down two to five activities they deem important, in line with the characteristics shared previously. Groups develop and present activities. These activities are also expected to include target and measurable indicator at output level.

3:00 pm –3:30 pm Resource Planning for the Strategic Plan Implementation

Ask the participants, in same groups as other activities before, to discuss and identify types of resources potentially required for the implementation of the strategic plan. Indicate that these resources do not need to be too detailed, as a costing exercise for the strategic plan will be done at a later stage. Explain that these resources can be human/personnel, financial, and in-kind contributions to the implementation of the proposed activities in the strategic plan.

Group Activity • Ask the participants to discuss resources needed for the

implementation of the proposed activities

4:00 pm –5:00 pm

Final Discussion, Reflection, and Way ForwardThe facilitator is expected to finalize key elements of the strategic plan, as worked out during the two-day workshop and will:

Give a presentation on the complete outline, content, and structure of the Strategic Plan and open a discussion on contributions from the national OH team in the further development/write-up of the plan.

Give a final conclusion on the overall progress of the workshop to the participants. Express whether the objectives of the workshop have been achieved. Ask some participants to reflect on the same. Display slide 63 and take the participants through the list of things to do as the strategic planning moves forward.

Inform the participants that the first draft of the plan will be completed within two weeks and shared with stakeholders for their input and revisions.

Post-Workshop/Follow-up Actions

Immediately post-workshop, it is important to capture the content of the discussions. To do this, the facilitators and consultant should prepare a workshop report without one week of the workshop. Then, within two weeks of the workshop, they should develop the first draft of the

One Health Strategic Plan. After this drafting process, it will be critical to consolidate inputs from stakeholders to assure that objectives, measures, and initiatives are relevant to them and prepare the second draft presented for validation. Stakeholder inputs into draft one can be through email or other electronic communications or through a one-day stakeholders meeting.