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

Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly

Presentation Agenda

• Background

• Current Status

• Next Steps

• Questions/Discussion

Background – HistoryFebruary 2012 – March 2013

Strategic Plan Development

1. Preparation2. Board Retreat 3. Board Committees 4. Executive Management5. Senior Managers6. Key Staff

Result

• 9 Goals

• 27 Objectives

• 45 Initiatives

Our Focus Areas

Committee Assignments

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

Current Status of ImplementationManagement Program

– Overview of the Implementation Guide• Messages & Purpose

• Phases

• Accountabilities

• Roles and Responsibilities

• SOPs

• Performance Management

– Training and Ongoing Support

Messages

• Chairman’s Message

• General Manager’s Message

• Strategic Planning Chief’s Message

Committed to Strategic Management / Linked / We are “All In”

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

3 Phases

1. Planning• Obtain Strategic Direction• Develop Strategic Framework

2. Execution• Initiative Advancement• Manage, Monitor & Report

3. Modification• Change to Address Needs

Accountabilities

Roles & Responsibilities

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

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

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

1. Assemble Resources

2. Drive Milestone Completion

3. Meet regularly with Goal Champions

4. Record Progress

5. Recommend Changes

Initiative Champions

Workflows (SOPs)

Planning Phase

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

Execution Phase

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)

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

Integration of Blue Horizon 2020

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

MyStrategicPlan by M3 Planning

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

MSP Performance

Mode -Homepage

MSP Performance

Mode –Track Your

MSPDashboard

Performance Management

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)

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

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

Reporting Process

When Fully Implemented

Report Outline

• Background

• Current Status

• Next Steps

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

Result

Blue Horizon 2020 Framework

• 9 Goals

• 27 Objectives

• 45 Initiatives

Our Focus Areas

Committee Assignments

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

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

Messages

Committed to Strategic Management / Linked / We are “All In”

Messages

Purpose Strategic Planning Committee - 2. Presentation on the Strategic Plan Implementation - George Hawkins/Ernest Jolly

3 Phases

1. Planning • Obtain Strategic Direction • Develop Strategic Framework

2. Execution • Initiative Advancement • Manage, Monitor & Report

3. Modification • Change to Address Needs

Accountabilities

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

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

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

1. Assemble Resources

2. Drive Milestone Completion

3. Meet regularly with Goal Champions

4. Record Progress

5. Recommend Changes

Initiative Champions

Workflows (SOPs)

Planning Phase

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

Execution Phase

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)

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

Workflows (SOPs)

MSP: My Strategic Plan (cloud-based system) Workflows (SOPs)

Workflows (SOPs)

Integration of Blue Horizon 2020

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

MyStrategicPlan by M3 Planning

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

MSP Performance

Mode - Homepage

MSP Performance

Mode – Track Your

MSP Dashboard

Performance Management

Areas of Performance Management:

Strategic Plan Initiatives – Milestones (April 2013)

Operational Performance – Key Performance Metrics (Under Development)

Strategic Plan Objectives – Outcomes (Under Development)

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

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

Reporting Process

When Fully Implemented

APPENDICES

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