Strategic Planning & Managing Expansion ACE All Affiliates - - PowerPoint PPT Presentation

Career Directions for Students in Architecture, Construction and Engineering

Strategic Planning & Managing Expansion

ACE All Affiliates Meeting, Chicago Monday, June 23 10:45AM to11:45AM

Agenda

• 1. Introduction to Principles of Strategic Planning

Olive Ho, ACE SF Bay Area

• 2. ACE San Francisco Bay Area Model

Olive Ho, ACE SF Bay Area

Career Directions for Students in Architecture, Construction and Engineering

Career Directions for Students in Architecture, Construction and Engineering

Strategic Planning Overview g g Topics

• What is a strategic plan?
• Benefits

Benefits

• Overall process
• Assess what is right for your organization
• Take away

Career Directions for Students in Architecture, Construction and Engineering

Why a Strategic Plan? Why a Strategic Plan?

• A roadmap to guide the organization.
• Typically addresses these questions:

Typically addresses these questions:

– Where we want to be in the future? – How should we get there? – What are action plans?

Career Directions for Students in Architecture, Construction and Engineering

5

Benefits of Strategic Planning Benefits of Strategic Planning

• Align organizational goals.
• Guide decision-making in allocating resources.

Guide decision making in allocating resources.

• Communicate a clear direction to constituents.

Career Directions for Students in Architecture, Construction and Engineering

6

Process Example Process Example

Goals Setting Situation Assessment Strategy Development Create the Road Map Evaluation & Measurement Wh Wh H d Wh i h H d

Strategic Plan

• What are we

trying to achieve?

• What are the

i it

• Where are

we now?

• What are the

gaps? Wh t k

• How do we

bridge the gaps between t d

• What is the

timeline and sequence of initiatives?

• How do we

evaluate effectiveness and measure ? priority issues and concerns?

• What are key

drivers /

• bstacles?

current and future state? progress?

Board Review: summary

• f findings

Board Review: Draft Roadmap

Career Directions for Students in Architecture, Construction and Engineering

Assess what is right for your affiliate Assess what is right for your affiliate

• Focus and desirable outcome of the process

– Solving current challenges or issues – Inspiration goals

• Available resources and past experience

– In-house experienced facilitator – External consultant

Stakeholder engagement

• Stakeholder engagement

– Who and level of engagement

Time commitment

• Time commitment
• Level of effort

Career Directions for Students in Architecture, Construction and Engineering

Take Away Take Away

• Process is as important as the end product
• Develop some ground rules of engagement

Develop some ground rules of engagement

• Measurement is key to tracking progress
• Communicate the goals and consistently reinforce the message
• Plan for people’s resistance to change
• Strategic plan is a living document, it needs to be revisited

Career Directions for Students in Architecture, Construction and Engineering

Career Directions for Students in Architecture, Construction and Engineering

San Francisco Bay Area

Background Background

• The SF Affiliate has established for about 10 years
• Has grown up, but have some growing pains

Has grown up, but have some growing pains

• 2013-14 students completed the program = 226
• Current mentors/volunteers: ~ 160
• Large area of coverage: 9 counties

Career Directions for Students in Architecture, Construction and Engineering

The Challenge The Challenge

• Experience mentors and volunteers attrition due to ‘burned out’
• Not sufficient new pool of volunteers to support program activities

Not sufficient new pool of volunteers to support program activities

Career Directions for Students in Architecture, Construction and Engineering

• Want to tackle many things, but everyone was 'spreading thin'

Process Process

• In-house facilitator proposed a planning process
• Obtain board members agreement and commitment

Obtain board members agreement and commitment

• Board members completed a pre-session questionnaire
• Conducted research and collected historical data
• Completed two work sessions to date

Career Directions for Students in Architecture, Construction and Engineering

Where We Are Where We Are

Topic #1 Topic #2 Topic #3 Topic #4 Topic #5

Session #1 Session #2 Session #3

Goals Setting Situation Assessment Strategy Development Create the Road Map Evaluation & Measurement Topic #1 Topic #2 Topic #3 Topic #4 Topic #5

Draft Review Process

• What are we

trying to achieve?

• What are the
• Where are

we now?

• What are the

gaps?

• How do we

bridge the gaps between

• What is the

timeline and sequence of initiatives?

• How do we

evaluate effectiveness and measure

• What are the

priority issues and concerns? gaps?

• What are key

drivers /

• bstacles?

between current and future state? initiatives? and measure progress?

Board Review: summary

• f findings

Board Review: Draft Action Plan

Career Directions for Students in Architecture, Construction and Engineering

• f findings

Action Plan

One of the National ACE Mentor Goals is…

“Our strategic plan calls for each of our affiliates to seek to attract 1% of the high school students in its designated ffili t t b 2015 ” affiliate to your program by 2015.”

Letter from Chairman, ACE National Governance Committee

Career Directions for Students in Architecture, Construction and Engineering

What is the past and current p benchmarks?

458 500

ACE SF Affiliate: Past 6 Years Data Comparison

# of students start # of students end # of mentors # of teams

458 387 393 416 400 450 292 244 246 250 300 350 125 154 203 101 110 120 120 116 150 200 88 9 10 11 12 13 50 100

Career Directions for Students in Architecture, Construction and Engineering

2007_2008 2008_2009 2009_2010 2010_2011 2011_2012 2011_2013

How Big is the Target Market? How Big is the Target Market?

• Research the market using public records
• High School Students Enrollment in 9 SF Bay Area Counties =

High School Students Enrollment in 9 SF Bay Area Counties

• approx. 300,000

8,674 6,603 Marin Napa

2011‐2012 HS Students Enrollment by Counties

1% = 3,000 students

52,976 20,364 21,830 Contra Costa Solano Sonoma Grade 9 Grade 10 Grade 11 Grade 12 66,994 18,917 79,526 27,751 Alameda San Francisco Santa Clara San Mateo Grade 12 Total

Career Directions for Students in Architecture, Construction and Engineering

66,994 20,000 40,000 60,000 80,000 100,000 120,000 140,000 160,000 180,000 Alameda

Data Source: California Department of Education Educational Demographics Unit website

Current Future

• Overwhelmed

too many things to do and too few volunteers

• Dedication

people are passionate about our program

• Well-connected/well-known

ability to attract more support and sponsorship

• Innovative/forward thinking

creative in using available resources to achieve the most

• Learning/confusion

need more communication and common understanding of the process impact for our mission

• Growing/sustainable leadership

grow more leaders to expand the program

• Local ownership/collaborative

better serve and tie-in with the local community and yet collaborative across the organization Career Directions for Students in Architecture, Construction and Engineering

Balanced Scorecard Balanced Scorecard

Finance Process Human Capital (mentors/

• l nteers)

Customer (students) volunteers) ( )

Career Directions for Students in Architecture, Construction and Engineering

Balanced Scorecard: Goal Setting - continued

Career Directions for Students in Architecture, Construction and Engineering

Balanced Scorecard: Goal Setting

Career Directions for Students in Architecture, Construction and Engineering

SWOT Analysis SWOT Analysis

Career Directions for Students in Architecture, Construction and Engineering

These items match up with the

Career Directions for Students in Architecture, Construction and Engineering

These items match up with the priorities voting

Career Directions for Students in Architecture, Construction and Engineering

Goals Examples Goals Examples

Sh t t (2013) Short-term (2013)

• Empower the regions to organize events/activities that have a local community focus
• Expand volunteers/mentors base to take on planning/implementation of program activities
• Develop a leadership succession plan

Midterm (2-3 years) ( y )

• Increase mentor retention and incentives with mentor network opportunities and public recognition
• Ensure program consistency with common tool kit, standards and guidelines

Engage leaders in education to improve student recruitment and support

• Engage leaders in education to improve student recruitment and support
• Earmark funds for team expenses and activities that enrich students experience with ACE

Long-term (beyond 3 years)

• Provide additional support to students: e.g. internship or job shadowing opportunities, technology training
• Develop a more robust fundraising strategy and network

Career Directions for Students in Architecture, Construction and Engineering

g gy

• Develop a multi-year financial planning

25

Accomplishment to Date Accomplishment to Date

• Established goals and priorities (short, medium, and long term)
• Developed strategies to achieve the identified goals

Developed strategies to achieve the identified goals

Career Directions for Students in Architecture, Construction and Engineering