Realizing Your Organizations Vision through Integrated Planning

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Realizing Your Organizations Vision through
Integrated Planning

• One should expect that the expected can be
  prevented, but the unexpected should have been
  expected
• -Augustines Law XLV
• Norman Augustine, EVP Martin Marietta

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Topics for Discussion

• The Basics of Integrated Planning
• Identify and Track Outcomes of Planning
• Implementing the Plan
• Issues and Practical Tactics

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Influence Over Time
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Basics

• Plan Components
• State Mission/Goal (i.e. Become an AAU
  University Capture 23 of Market Share)
• Strategic Plan (i.e. Improve Student Faculty
  Ratio Open Branch Office Accelerate R D)
• Functional Plan/Business Plan (i.e. What will you
  Teach and Who Will Teach It?/Support Staff More
  Space But What About Utilization Rate of
  Existing?)
• Physical Plan (i.e. Existing Buildings at End of
  Life-Cycle New Space Would Solve Problems Need
  to Extend 1G Ethernet to new Areas)

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Basics

• Plan Phases
• Information Gathering (We Dont Know - We Didnt
  Ask Them Is that List of ASF Really Accurate?)
• Analysis/Synthesis (What is all this Data What
  Does it Mean?)
• Alternatives (Alternatives are not Alternatives
  Until the Budget Officer Says They Are)
• Adoption/Buy-In (Is it Official?)
• Distribution (A bit of Fanfare Doesnt Hurt)

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BasicsPlanning Teams/Task Groups and Reporting
Structure - one example
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BasicsPlanning Teams/Task Groups- How Formed

• By Previous Plan
• By Direction (Could be measured or a reaction to
  opportunity or constraint)
• By Scoping
• By Evidence (Early Planning leads to Certain
  Conclusions - Holes in the Data Become Obvious
  but Only After Some Work)
• Over the Transom

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BasicsPlanning/Task Group Team Members- Qualities

• Applicable Knowledge
• Applicable Expertise
• Need to Know - May Not Be Directly Related but
  May Be Affected by Budget, Schedule, Adjacency,
  etc.
• Can Perform to a Deadline (i.e. Reports,
  Meetings, etc.)
• Too Close to the Front of the Room When
  Volunteers were Being Sought.

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BasicsSchedule
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Identify Outcomes

• Link the Capital Plan with the Strategic (and/or
  Academic) Plan
• Link the Capital Plan with the Operational Plan
• Maximization of Assets through inter and intra
  organizational coordination
• Beautification of Physical Environment
• Development of Policies to create a Sustainable
  Plan

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Identify Outcomes with Specific Products

• Capital Plan (New Renovation)
• Business Dev Plan
• Real Estate Plan
• Infrastructure Plan
• Parking Transp Plan
• Design Guidelines
• Research

• Precinct/Sector Plan
• Land Use Plan
• Historic Preservation Plan
• Life-safety Plan
• ADA Plan
• Campus Landscape
• Surge Space

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Implementation

• Publication of the Plan should be a continuation
  of the Feedback Loop used in development of the
  Plan.
• Consider the Audience - The Media Should Match
  the Audience
• Set Specific Milestones for Outcomes
• Remind Those Affected by the Plan Each Time a
  Milestone is Met
• Plan to Update the Plan

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Planning, if not Updated, Has a Shelf Life
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Issues and Tactics

• Inclusiveness and ownership of the Plan
• Identify Perceived Constraints on Planning
• Accuracy of Quantitative and Qualitative Data
  regarding Existing Conditions

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Issues TacticsWho is involved?

• Administration
• Department Heads
• President
• The Neighbors (public or private)

• Business Management
• Students
• Rank File Employees
• Facility Management

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Issues Tactics

• Scoping- What youve Been Directed to Explore May
  Not Be All There Is.
• Listening May Not Be Hearing.
• Give an audience to the worst critics early- if
  nothing else you have the bad news with the
  maximum time to react.
• Provide a feedback loop.

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Issues TacticsPerceived Constraints

• Economic limitations
• Dont Understand the Benefits
• Goals are Unclear
• Lack of Academic or Business Plan

• Timetable Not Clear
• Limited Vision
• Unfamiliar with Planning Process
• Weight of Bureaucracy
• No Time to do Planning

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Issues TacticsUnique Role of Facilities
Managers

• Be the Keeper of Accurate Data on Facilities and
  Infrastructure (ASF, GSF, Condition, Useful Life,
  etc.).
• Understand the needs of your Users Groups.
• Maintain a Technically Competent Team.
• Get Engaged Beyond Your Own Border (know the
  neighbors, peer organizations, the design
  construction professionals in your area).
• Keep an Eye on the Market - Know Costs.

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• This was no time to be asking fundamental
  questions- certainly not in the formative stages
  of a project
• -Norman Augustine, EVP Martin Marietta