Effective Strategic Planning part 3: Measure, Monitor, Report

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Effective Strategic Planning
part 3: Measure, Monitor, Report
Sam Frank
May 15, 2013
Twitter Hashtag - #npweb
Part
Of:

Sponsored by:
Advising nonproﬁts in:!
•  Strategy!
•  Planning!
•  Organizational Development!
www.synthesispartnership.com!
!
(617) 969-1881!
info@synthesispartnership.com!
!
INTEGRATED PLANNING
Part
Of:

Sponsored by:Part
Of:
Coming this June

Sponsored by:
Today’s Speaker & Host
Sam Frank
Principal, Synthesis Partnership
Founding Director, Nonprofit Webinars
Assisting with chat questions:
Jamie Maloney, 4Good
Part
Of:

SYNTHESIS
P A R T N E R S H I P
Strategic Planning Part 3: Metrics!
Wednesday Webinar: May 15, 2013!
© 2013 Synthesis Partnership All rights reserved
!
Sam Frank
Synthesis Partnership
Strategic Planning for Nonproﬁts
part 3: Measure, Report, Monitor
© Copyright 2013 Synthesis Partnership
All rights reserved.
Copies permitted only with full attribution

SYNTHESIS
!
SYNTHESIS
!
Why metrics matter.
What you should measure.
How to use the information you gather.
How to create a more metrics-driven organization.
Take-aways"

SYNTHESIS
!
SYNTHESIS
!
What do you think you should be measuring?
And why?
Question"
(Use the question box to respond at any point during the webinar)
!

SYNTHESIS
!
SYNTHESIS
!
INTEGRATED PLANNING
Integrated Planning"
!

SYNTHESIS
!
SYNTHESIS
!
Operations
Wisdom
Cultivation
Circumstance
Organizational Development
Aspiration
Why Plan?"

SYNTHESIS
!
SYNTHESIS
!
Strategic Planning Process !"
Prepare
Assess
Engage
Plan
Implement

SYNTHESIS
!
SYNTHESIS
!
Plan Development !Structure"
!
Mission-Based Goals
Supporting Objectives
Measurable Actions
Mission
•  Clear, specific action
•  Measurable result
•  Timeline (start and completion dates)
•  Resources required
•  Responsibility

SYNTHESIS
!
SYNTHESIS
!
Context!
Qualitative Quantitative
Intangible Tangible
Vision Mission
a world in which every
child attains the right to
survival, protection,
development and
participation!
to inspire
breakthroughs in the
way the world treats
children, and to achieve
immediate and lasting
change in their lives!
Market share
People served
Admissions
Website visits
Donations
Press mentions
Financial KPIs
(key performance indicators)
Demolitions stopped
One day all artisans in
developing countries
will earn a fair wage, be
treated with dignity and
respect and be able to
live a life of quality.!
Ten ThousandVillages
provides vital, fair
income to Third World
artisans.!

SYNTHESIS
!
SYNTHESIS
!
Approaches to Planning "
STRATEGIC PLANNING
RESOURCES
OUTPUTS
ACTIVITIES
OBJECTIVES
GOALS
MISSION
BUSINESS PLANNING
OUTCOMES
PROGRAM PLANNING
STRATEGIC PLANNING
LOGIC MODEL
THEORY OF CHANGE
OPERATIONS

SYNTHESIS
!
SYNTHESIS
!
Approaches to Planning "
STRATEGIC PLANNING
RESOURCES
OUTPUTS
ACTIVITIES
OBJECTIVES
GOALS
MISSION
OUTCOMES
STRATEGIC PLANNING
PROGRAM PLANNING
OPERATIONS

SYNTHESIS
!
SYNTHESIS
!
Focus
We manage what we measure.
Sustainability
“Nonprofit” is a tax status, not a business model.
Effectiveness
Where’s the beef?
Communication
What they don’t know can hurt you.
Why measure?"

SYNTHESIS
!
SYNTHESIS
!
What to measure!
Environment (trends)
Norms (benchmarks)
CHANGING NEEDS!
COST FACTORS!
REVENUE FACTORS!
PERSPECTIVE !
COMPETITION!
ORGANIZATION!
PROGRAMS/SERVICES/DEPARTMENTS!
INDIVIDUALS!
PROGRESS TOWARD MISSION/VISION !
INTERNAL!EXTERNAL!
Performance
Outcomes

SYNTHESIS
!
SYNTHESIS
!
Tuition Trend
$10,000
$12,000
$14,000
$16,000
$18,000
$20,000
$22,000
$24,000
96-
97
97-
98
98-
99
99-
00
00-
01
01-
02
02-
03
03-
04
04-
05
05-
06
06-
07
Actual Recast
Equivalent Dollar
Comparison
11.8
%
0.3%
0%
2%
4%
6%
8%
10%
12%
Median
Income
Tuition
Household Median Income
$30,000
$32,000
$34,000
$36,000
$38,000
$40,000
$42,000
$44,000
1989 1999
Actual Recast
How !"
Trends !

SYNTHESIS
!
SYNTHESIS
!
How !"
Trends !
-12%!
-10%!
-8%!
-6%!
-4%!
-2%!
0%!
2%!
4%!
6%!
00-01 ! 01-02! 02-03! 03-04 ! 04-05 ! 05-06 !
Attendance Trends!
A!
E!
F!
H!

SYNTHESIS
!
SYNTHESIS
!
How !"
Trends !

SYNTHESIS
!
SYNTHESIS
!
Values per Square Foot
$57.80
$6.60$6.30 $7.20
$0
$10
$20
$30
$40
$50
$60
Deferred Maintenance Operating Cost
School
Comp
Total Bldg Area per Student
260
322
200
225
250
275
300
325
350
School Comp
Deferred Maintenance as % of
Replacement Value
43%
5%
0%
10%
20%
30%
40%
50%
School Comp
How !"
Benchmarks !

SYNTHESIS
!
SYNTHESIS
!
How !"
Benchmarks !
Years of Experience (% of faculty)!
0%!
10%!
20%!
30%!
40%!
<5! 6-10! 11-15! 16-20! 21 +!
Local!

SYNTHESIS
!
SYNTHESIS
!
Mission-Based Goals
Measurable Actions
Mission
How !"
Performance & Outcomes: Strategic Plan!
<PERFORMANCE!
OUTCOMES>!

SYNTHESIS
!
SYNTHESIS
!
Mission-Based Goals
Measurable Actions
Mission
FriendshipWorks: Reduce social
isolation, enhance the quality of
life, and preserve the dignity of
elders and adults with disabilities in
the greater Boston area. !
Centerpoint Institute for Life &
Career Renewal: offers lifelong
tools to navigate uncertainty, build
meaningful careers, and design
courageous lives. !
Literacy Advance of Houston:!
Transforming lives and
communities through the doorway
of literacy. !
Plan Development !Mission = Outcome"
!

SYNTHESIS
!
SYNTHESIS
!
Mission-Based Goals
Measurable Actions
Mission
[Membership]
Strengthen ties & the sense of
community among all members.
[Programs]
Offer access to resources for
young adults with cancer, their
families, and their care providers.
[Advocacy]
Influence public policy in support
of mission
Plan Development !Goals = Outcomes"
!

SYNTHESIS
!
SYNTHESIS
!
Mission-Based Goals
Measurable Actions
Mission
Foster strategic relationships with
decision-makers.
[Advocacy]
Influence public policy in support of mission
Develop partnerships with
congruent organizations.
Plan Development !Objectives = Outcomes"
!

SYNTHESIS
!
SYNTHESIS
!
Mission-Based Goals
Measurable Actions
Mission
Develop programs that appeal to
every segment of the community.
[Membership]
Strengthen ties & the sense of community
among all members.
Engage new members through as
many means as possible.
Cultivate all younger members as
potential leaders.
Plan Development !Objectives = Outcomes"
!

SYNTHESIS
!
SYNTHESIS
!
Mission-Based Goals
Measurable Actions
Mission
•  Timeline (start & complete dates)
Foster strategic relationships with decision-
makers.
[Advocacy]
Create contact list of decision-makers!
Master list completed
April 2013
$ 0
Director of Government Relations
Plan Development !Actions = Outputs"
!

SYNTHESIS
!
SYNTHESIS
!
Mission-Based Goals
Measurable Actions
Mission
Foster strategic relationships with decision-
makers.
[Advocacy]
Speak with each decision-maker once/mo.!
Monthly contacts made
May 2013 ff
$ 0
Director of Government Relations
!

SYNTHESIS
!
SYNTHESIS
!
Mission-Based Goals
Measurable Actions
Mission
Increase professional development funding
Increase funding by 10% / year
Begin with FY 2013; ongoing for 5 years
$ 65,000
CEO
Recruit, develop and retain an excellent staff.
[Programs]
Offer unrivaled quality of programs and services.
!

SYNTHESIS
!
SYNTHESIS
!
How !"
Performance & Outcomes: Programs!
Mission: !
End isolation and improve quality of life for
young adults affected by cancer
Mission-Based Goal: !
Offer access to resources for young adults with
cancer, their families, and their care givers
Supporting Objective 2"
Develop a robust presence in cancer treatment centers
Supporting Objective 1"
Upgrade the website to state of the art

SYNTHESIS
!
SYNTHESIS
!
Mission-Based Goal: Membership "
Strengthen ties & the sense of community
among all members.
Supporting Objective 1:"
Develop programs that appeal to every segment of the CBE community.
Reach out to members only partially engaged in the CBE community.
Cultivate all younger members as potential leaders.
Communicate the financial facts more clearly to the membership.
Make prudent choices about programs that can be supported.
Build understanding about the need to enhance the endowment.
Mission-Based Goal: Finance"
CBE will operate in a fiscally responsible
manner.
How !"
Performance & Outcomes: Support Functions!

SYNTHESIS
!
SYNTHESIS
!
How !"
Performance: Strategic Plan Measurable Actions !

SYNTHESIS
!
SYNTHESIS
!
!
!
How !"
Performance: Strategic Plan Measurable Actions !

SYNTHESIS
!
SYNTHESIS
!
How !"
Performance & Outcomes: Strategic Plan Tracking & Monitoring !
!

SYNTHESIS
!
SYNTHESIS
!
How !"
Performance & Outcomes: Dashboards!

SYNTHESIS
!
SYNTHESIS
!
Dashboard 41.7%
January 31, 2013: 41.7% of FY 2012
Engagement & Governance
Event guests per trustee (#) 3.6 5.75 10 74% 3.45 8.2 138% 82%
New donors per trustee (#) 1 2 5 150% 1.36 2.4 76% 48%
Non-trustees on committees (#) 0 0 4 N/A 0 2 NEW 50%
Non-trustees fundraising (#) 0 0 2 N/A 0 1 NEW 50%
Finance
Budget vs. Actual ($ million) 1.76 1.94 3.00 55% 0.96 1.43 49% 48%
Cash reserve at FYE ($ thousand) 0.98 1.21 1.67 38% 1.19 1.65 39% 99%
Legend
LAGGING
PROBLEM
FY '12
YTD
YTD %
Growth
YTD %
FY Goal
STRONG
GROWTH
ABOVE GOAL
ON TARGET
FY '10
Actual
FY '11
Actual
FY '12
Goal
increase
'11 - '12
FY '11
YTD
How !"
Performance & Outcomes: Dashboards!

SYNTHESIS
!
SYNTHESIS
!
Creating a culture of metrics!
Identify what matters most to your organization.
Find meaningful measures to get at these issues.
Share your reporting broadly.
Mandate staff to set and manage metrics
Be clear that metrics will drive decisions
(“the data shows that this isn’t working,
so here’s what we’re going to change”)

SYNTHESIS
!
Resources !"
! Critical Issues
# 1 Why Plan? http://bit.ly/SyPci01
# 2 The Secret Life of Surveys http://bit.ly/SyPci02
# 5 The Structure of Planning http://bit.ly/SyPci05
# 7 On Mission http://bit.ly/SyPci07
# 8 The Measure of Success http://bit.ly/SyPci08
# 9 Brand Identity for Nonprofits? http://bit.ly/SyPci09
#11 Integrated Planning http://bit.ly/SyPci11
#12 Managing Change http://bit.ly/SyPci14
#15 Strategic Action http://bit.ly/SyPci15
#17 Fear & Loathing of Strategic Planning !http://bit.ly/SyPci17
Arguments Against Planning
Blog post from prior webinar
http://bit.ly/SyParguments
Other Webinars on Strategic Planning
Strategic Planning Part 1: Cultivation & Organizational Development
http://bit.ly/SyP2013plan1
Strategic Planning Part 2: Plan Development
http://bit.ly/SyP2013plan2
Complimentary consultation !"
(by e-mail or phone appointment)
sbf@synthesispartnership.com

SYNTHESIS
!
SYNTHESIS
Advising nonprofits in
strategy, planning, & organizational development
Questions?!
!!!!!!!!!!683 Commonwealth Avenue"
!Newton MA 02459!""617 969 1881"
!sbf@synthesispartnership.com!
www.synthesispartnership.com"
!© Copyright 2013 Synthesis Partnership!
All rights reserved.!
Copies permitted only in entirety and with full attribution!
Sam Frank, Principal"
Synthesis Partnership!

Sponsored by:
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