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DISTRICT OF COLUMBIA WATER AND SEWER AUTHORITY
BOARD OF DIRECTORS
Strategic Planning Committee Meeting
AGENDA
Thursday, January 23, 2014 9:30 a.m.
5000 Overlook Avenue, SW
Washington, DC 20032
I. Call to Order…………………………………………………………. …………………Robert Mallett
Chairperson 2. Presentation on the Strategic Plan Implementation………………...George Hawkins/Ernest Jolly 3. Other Business…………………………………………………..…………………....Robert Mallett Chairperson 4. Adjournment
Strategic Planning Committee - 1. Call to Order - Robert Mallett
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Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Presentation Agenda
• Background
• Current Status
• Next Steps
• Questions/Discussion
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Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Background – HistoryFebruary 2012 – March 2013
Strategic Plan Development
1. Preparation2. Board Retreat 3. Board Committees 4. Executive Management5. Senior Managers6. Key Staff
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Result
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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• 9 Goals
• 27 Objectives
• 45 Initiatives
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Our Focus Areas
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Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Committee Assignments
6
Goal Goal Champion
1Develop, Maintain, and Recruit a High Performing Workforce: Human Resources/Labor Relations Committee
Rosalind Inge
2 Collaborate Locally, Regionally, and Nationally: Governance Committee John Lisle
3 Increase Board Focus on Strategic Direction: Strategic Planning Committee Randy Hayman
4Enhance Customer/Stakeholder Confidence, Communications, and Perception: DC Retail and Sewer Rates Committee
Charlie Kiely
5 Assure Financial Sustainability and Integrity: Finance & Budget Committee Mark Kim
6 Assure Safety and Security: Water Quality and Water Services Committee Walter Bailey
7Consider DC Water Role In Drinking Water Treatment: Water Quality and Water Services Committee
Charlie Kiely
8Optimally Manage Infrastructure: Environmental Quality and Sewerage Services Committee
Len Benson
9Enhance Operating Excellence Through Innovation, Sustainability, and Adoption of Best Practices: Audit Committee
Katrina Wiggins
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Current Status of ImplementationManagement Program
– Overview of the Implementation Guide• Messages & Purpose
• Phases
• Accountabilities
• Roles and Responsibilities
• SOPs
• Performance Management
– Training and Ongoing Support
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Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Messages
8
• Chairman’s Message
• General Manager’s Message
• Strategic Planning Chief’s Message
Committed to Strategic Management / Linked / We are “All In”
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Purpose1. Provides strategic management guidance
2. Reviews Blue Horizon 2020 Strategic Plan development
3. Defines accountabilities, roles, and responsibilities
4. Presents detailed workflows (SOPs) with responsible parties
5. Integrates Blue Horizon 2020 requirements into the existing DC Water calendar
6. Discusses performance management
7. Provides hands-on training for the online tool My Strategic Plan
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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3 Phases
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1. Planning• Obtain Strategic Direction• Develop Strategic Framework
2. Execution• Initiative Advancement• Manage, Monitor & Report
3. Modification• Change to Address Needs
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Accountabilities
11
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Roles & Responsibilities
12
1. Receive updates semi-annually
2. Consider GM/Executive Team Strategic Plan modification recommendations
3. Review Strategic Plan annually and make recommendations to the Board regarding both long and short term strategic planning direction
Strategic Planning Committee
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Roles & Responsibilities
13
1. Support Plan Participants
2. Monitor and Document Overall Progress
3. Support Resource Requirements
4. Communicate Status Across Organization and serve as General Manager’s key POC
5. Administer Online Management System
Strategic Planning Chief
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Roles & Responsibilities
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1. Assemble Resources2. Direct Resources – Initiative Completion3. Meet regularly with Initiative Champions4. Communicate Progress5. Recommend Changes6. Maintain Budget Accountability – 2 Aspects
• Identify and include requested department budgets under Goal Champions organizational structure
• When costs are in another department, communicate budget requests to Executive counterpart for inclusion in the appropriate department’s annual budget request
Goal Champions
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Roles & Responsibilities
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1. Assemble Resources
2. Drive Milestone Completion
3. Meet regularly with Goal Champions
4. Record Progress
5. Recommend Changes
Initiative Champions
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Workflows (SOPs)
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Planning Phase
DC
Wat
er
Boar
d
DC
Wat
er
Stra
tegi
c Pl
anni
ng
Com
mitt
ee
Start Strategic Planning
∑ Vision∑ Overall Strategic
Direction∑ S.W.O.T
,
Receive Refined
VisionValues
Mission
Informal Adoption of
Strategic planEnd - Adopted
Consider Formal
Approval
1. Receive Informal Approval2. Develop Implementation Plan and Impact Analysis
Review and Approve
Review and Approve
Execution Phase
Goa
l Ch
ampi
onIn
itiat
ive
Cham
pion
Stra
tegi
c Pl
anni
ng C
hief
(P
lan
Adm
inis
trat
or)
Exec
utiv
e M
anag
emen
t Te
am/G
M
DC
Wat
er
Boar
d Co
mm
ittee
s
Boar
d St
rate
gic
Plan
ning
Co
mm
ittee
Full
Boar
d of
D
irect
ors
Progress is made on Initiatives/Milestones
Compile Initiative/Milestone Progress
Update MSP on a Monthly Basis
Meet with Goal Champion Monthly to Discuss Progress
and Challenges
Receive MSP Updates from
Initiative Champion(s)
Update MSP on a Monthly Basis
Review Progress with Strategic Planning Chief
Recieve Goal Champion MSP
Progress Updates
Generate Monthly and Quarterly
Summary Reports
Share Progress with the Executive
Management Team/GM
Receive Strategic Planning Chief’s
Progress Updates
Receive Strategic Plan Progress Update Semi-
Annually
Receive GM Strategic Plan Annual Report
Receive Quarterly Strategic Plan Progress
Update from Goal Champions
Present Semi-annual Summary Update to
Board Strategic Planning Committee
Prepare and Present Quarterly Updates to Assigned Board
Committee on Goal
Receive Strategic Planning Committee
Updates
GM Review Strategic Plan Progress. On Annual Basis Report to Board
with Proposed Modifications
Review Strategic Plan Annually
GM’s Monthly Update
Receive GM’s Monthly Update
Prepare Annual Report
Document SOPs (Who & What) of:
1. Planning Phase
2. Execution Phase
3. Modification Phase
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Integration of Blue Horizon 2020
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Ensure alignment with organization’s key activities
Support in a way to minimize the time required to provide updates and feedback
1. Budgeting Process
2. Board Committee Meetings and Progress Reporting
3. GM’s Strategic Planning Dashboard
4. Departmental and Individual Performance Planning
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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MyStrategicPlan by M3 Planning
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Cloud-Based (Internet)
Supports Implementation
1. Planningß Entire plan is on-lineß Linear View (G,O,I,M)ß Set/Assign Responsibilities
2. Updating/Trackingß Single Environment (no paper)ß E-mail Notificationß Goal & Initiative Champion Collaborationß Track Milestone Progress across all 49 Initiatives
3. Reportingß Easy, Fast, Straight Forward
G: Goals
O: Objectives
I: Initiatives
M: Milestones
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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MSP Performance
Mode -Homepage
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MSP Performance
Mode –Track Your
Goals
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MSPDashboard
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Performance Management
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Areas of Performance Management:
q Strategic Plan Initiatives – Milestones (April 2013)
q Operational Performance – Key Performance Metrics (Under Development)
q Strategic Plan Objectives – Outcomes (Under Development)
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Training and Ongoing Support
• December 11 – 18, 2013
Conducted 7 End User Training Sessions for Goal and Initiative Champions (36)
• Schedule additional sessions for those who missed the initial sessions
• Conduct one-on-one sessions with Goal and Initiative Champions
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Next Steps
The GM Strategic Planning Dashboard
• Finalize the list of Key Operational Performance Metrics
• Finalize the Measures and Targets for the Strategic Plan Objectives which reflect progress over the longer term
• Provide routine reporting on Initiative Milestones progress
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Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Reporting Process
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When Fully Implemented
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Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Report Outline
• Background
• Current Status
• Next Steps
2
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Background – History February 2012 – March 2013
Strategic Plan Development
1. Preparation 2. Board Retreat 3. Board Committees 4. Executive Management 5. Senior Managers 6. Key Staff
3
Result
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Blue Horizon 2020 Framework
4
• 9 Goals
• 27 Objectives
• 45 Initiatives
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Our Focus Areas
5
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Committee Assignments
6
Goal Goal Champion
1 Develop, Maintain, and Recruit a High Performing Workforce: Human Resources/Labor Relations Committee
Rosalind Inge
2 Collaborate Locally, Regionally, and Nationally: Governance Committee John Lisle
3 Increase Board Focus on Strategic Direction: Strategic Planning Committee Randy Hayman
4 Enhance Customer/Stakeholder Confidence, Communications, and Perception: DC Retail and Sewer Rates Committee
Charlie Kiely
5 Assure Financial Sustainability and Integrity: Finance & Budget Committee Mark Kim
6 Assure Safety and Security: Water Quality and Water Services Committee Walter Bailey
7 Consider DC Water Role In Drinking Water Treatment: Water Quality and Water Services Committee
Charlie Kiely
8 Optimally Manage Infrastructure: Environmental Quality and Sewerage Services Committee
Len Benson
9 Enhance Operating Excellence Through Innovation, Sustainability, and Adoption of Best Practices: Audit Committee
Katrina Wiggins
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Current Status of Implementation Management Program
– Overview of the Implementation Guide • Messages & Purpose • Phases • Accountabilities • Roles and Responsibilities • SOPs • Performance Management
– Training and Ongoing Support
7
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Messages
8
Committed to Strategic Management / Linked / We are “All In”
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Messages
9
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Purpose Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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3 Phases
11
1. Planning • Obtain Strategic Direction • Develop Strategic Framework
2. Execution • Initiative Advancement • Manage, Monitor & Report
3. Modification • Change to Address Needs
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Accountabilities
12
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Roles & Responsibilities
13
1. Receive updates semi-annually
2. Consider GM/Executive Team Strategic Plan modification recommendations
3. Review Strategic Plan annually and make recommendations to the Board regarding both long and short term strategic planning direction
Strategic Planning Committee
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Roles & Responsibilities
14
1. Support Plan Participants
2. Monitor and Document Overall Progress
3. Support Resource Requirements
4. Communicate Status Across Organization and serve as General Manager’s key POC
5. Administer Online Management System
Strategic Planning Chief
Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly
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Roles & Responsibilities
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1. Assemble Resources 2. Direct Resources – Initiative Completion 3. Meet regularly with Initiative Champions 4. Communicate Progress 5. Recommend Changes 6. Maintain Budget Accountability – 2 Aspects
• Identify and include requested department budgets under Goal Champions organizational structure
• When costs are in another department, communicate budget requests to Executive counterpart for inclusion in the appropriate department’s annual budget request
Goal Champions
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Roles & Responsibilities
16
1. Assemble Resources
2. Drive Milestone Completion
3. Meet regularly with Goal Champions
4. Record Progress
5. Recommend Changes
Initiative Champions
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Workflows (SOPs)
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Planning Phase
DC W
ater
Co
mm
ittee
sDC
Wat
er
Boar
d
Exec
utiv
e M
anag
emen
t Te
am/G
M
Goal
Ch
ampi
ons
Initi
ativ
e Ch
ampi
ons
DC W
ater
St
rate
gic
Plan
ning
Co
mm
ittee
Start Strategic Planning Retreat
• Vision• Overall Strategic
Direction• S.W.O.T
Strategic Planning Workshop (all DC
Water Committees)
• Goals• Objectives
Strategic Planning Committee Workshop
• Values, Missions, Goals
• DC Water Board Goal Assignments
1. Refine Goals
2. Draft Measurable Objectives
Receive Refined Goals and Objectives
Attend Strategic planning Retreat
and Provide Input to Board
VisionValuesMissionGoals
Objectives
Draft Initiatives for each Goal
Initiatives
Informal Adoption of
Strategic plan
Implementation Plan with Impacts Analysis Report
End - Adopted
1. Assemble Implementation Teams2. Develop Implementation Plan3. Determine Impact Analysis
1. Develop Tasks2. Due Dates3. Resource Requirments
Draft Implementation
Plan with Milestones
Consider Formal
Approval
1. Receive Informal Approval2. Develop Implementation Plan and Impact Analysis
Review and Approve
Review and Approve
Review and Approve
Execution Phase
Goal
Ch
ampi
onIn
itiat
ive
Cham
pion
Stra
tegi
c Pl
anni
ng C
hief
(P
lan
Adm
inis
trat
or)
Exec
utiv
e M
anag
emen
t Te
am/G
M
DC W
ater
Bo
ard
Com
mitt
ees
Boar
d St
rate
gic
Plan
ning
Co
mm
ittee
Full
Boar
d of
Di
rect
ors
Progress is made on Initiatives/Milestones
Compile Initiative/Milestone Progress Update MSP on a
Monthly Basis
Meet with Goal Champion Monthly to Discuss Progress
and Challenges
Receive MSP Updates from
Initiative Champion(s)
Update MSP on a Monthly Basis
Review Progress with Strategic Planning Chief
Recieve Goal Champion MSP
Progress Updates
Generate Monthly and Quarterly
Summary Reports
Share Progress with the Executive
Management Team/GM
Receive Strategic Planning Chief’s
Progress Updates
Receive Strategic Plan Progress Update Semi-
Annually
Receive GM Strategic Plan Annual Report
Receive Quarterly Strategic Plan Progress
Update from Goal Champions
Present Semi-annual Summary Update to
Board Strategic Planning Committee
Prepare and Present Quarterly Updates to Assigned Board
Committee on Goal
Receive Strategic Planning Committee
Updates
GM Review Strategic Plan Progress. On Annual Basis Report to Board
with Proposed Modifications
Review Strategic Plan Annually
GM’s Monthly Update
Receive GM’s Monthly Update
Prepare Annual Report
Document SOPs (Who & What) of:
1. Planning Phase
2. Execution Phase
3. Modification Phase
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Workflows (SOPs)
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MSP: My Strategic Plan (cloud-based system) Workflows (SOPs)
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20 20
Workflows (SOPs)
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21 21
Workflows (SOPs)
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Integration of Blue Horizon 2020
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Ensure alignment with organization’s key activities
Support in a way to minimize the time required to provide updates and feedback
1. Budgeting Process
2. Board Committee Meetings and Progress Reporting
3. GM’s Strategic Planning Dashboard
4. Departmental and Individual Performance Planning
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MyStrategicPlan by M3 Planning
23
Cloud-Based (Internet) Supports Implementation 1. Planning
Entire plan is on-line Linear View (G,O,I,M) Set/Assign Responsibilities
2. Updating/Tracking Single Environment (no paper) E-mail Notification Goal & Initiative Champion Collaboration Track Milestone Progress across all 49 Initiatives
3. Reporting Easy, Fast, Straight Forward
G: Goals O: Objectives I: Initiatives M: Milestones
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MSP Performance
Mode - Homepage
24
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MSP Performance
Mode – Track Your
Goals
25
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MSP Dashboard
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Performance Management
27
Areas of Performance Management:
Strategic Plan Initiatives – Milestones (April 2013)
Operational Performance – Key Performance Metrics (Under Development)
Strategic Plan Objectives – Outcomes (Under Development)
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Training and Ongoing Support • December 11 – 18, 2013 Conducted 7 End User Training Sessions
for Goal and Initiative Champions (36) • Schedule additional sessions for those
who missed the initial sessions • Conduct one-on-one sessions with Goal
and Initiative Champions
28
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Next Steps The GM Strategic Planning Dashboard • Finalize the list of Key Operational
Performance Metrics • Finalize the Measures and Targets for the
Strategic Plan Objectives which reflect progress over the longer term
• Provide routine reporting on Initiative Milestones progress
29
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Reporting Process
30
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When Fully Implemented
31
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APPENDICES
32
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