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PREPARING STRATEGIC PLAN STEP 1 2: PREPARATORY STAGE SITUATION ANALYSIS

Structure of Presentation. Objective of the sessionGeneral issues on preparation of SP Situation Analysis overviewApproaches to a Situation AnalysisOther methods of conducting situation analysisRelationship of the Situation Analysis to other StepsStakeholder AnalysisSWOT/C AnalysisAttributes

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PREPARING STRATEGIC PLAN STEP 1 2: PREPARATORY STAGE SITUATION ANALYSIS

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    1. CHAPTER 2 PREPARING STRATEGIC PLAN STEP 1 & 2: PREPARATORY STAGE SITUATION ANALYSIS

    2. Structure of Presentation Objective of the session General issues on preparation of SP Situation Analysis overview Approaches to a Situation Analysis Other methods of conducting situation analysis Relationship of the Situation Analysis to other Steps Stakeholder Analysis SWOT/C Analysis Attributes of a Good Situation Analysis

    3. Objective of the Session By the end of the session participants shall be able to: Explain the preparatory stage for SP Define situation analysis (Environment Scan), Mention the tools used in situation analysis, Be practical with tools used in environmental scan.

    4. Step 1. Preparation of SP The 1st step in developing SP is Preparation of Strategic Plan. Preparation of SP involves many stakeholders as regarding their priorities to institution. The major step in preparation stage is to organise a preparatory meeting of management and key resource persons and assign tasks and responsibilities.

    5. Step 1: Preparation (cont..) The main tasks and responsibilities of the meeting include: Decide the methodology to be used in the process; Decide in some detail who does what; If workshops are to be held, decide who attends and whether internal or external resource persons will be needed and what the major results should be;

    6. Step 1. Preparation (cont..) Decide which external stakeholders will be invited, and what their roles will be; Prepare a schedule or work-plan and decide on the logistics and financing; Disseminate the work plan to all relevant parties.

    7. Step 1. Preparation (cont..) The process of Strategic Planning should be undertaken in a participatory manner with clarity on roles and functions of all players which are: Leader: the leadership role should be undertaken by the Chief Executive Officer (CEO).

    8. Step 1. Preparation (cont..) Participants: All heads of departments should participate in the Strategic Planning process. Higher level institutional leaders should participate at the level of developing mission, vision, and objectives.

    9. Step 1. Preparation (cont..) Facilitator: Facilitation should be undertaken by an experienced and knowledgeable person on a subject matter. Secretariat: Documentation should be done by people with good writing skills.

    10. Situation Analysis Exercise on Nine dot theory

    11. Overview of Situation Analysis. SA is the assessment of the current situation of an Institution. The institution needs to take a hard look at itself as well as outside environment Situation analysis tries to answer the following questions about the Institution - Where it came from? - Where is it now? - Where is it going? - What are its choices? - Who are our stakeholders? - What are stakeholders expectations? Establishes critical issues to be used in developing Vision, Mission, objectives and targets

    12. Approaches to a Situation Analysis There are various approaches to be used in situation analysis, but only two are recommended for the purpose of Strategic planning process These methods are Stakeholder Analysis and SWOT/C, They assist in developing high quality Vision, Mission, Objectives, and Targets. The approaches selected will depend upon the nature of the institution, its capacity, and its resource availability

    13. Other methods of conducting situation analysis: Brainstorming Opportunities and Obstacles to Development (O & OD) Political, Economical, Sociological and Technological Analysis (PEST) Literature Review Performance Review Service Delivery Survey Self Assessments Problem Tree or Logic Model

    14. Review of Relevant Information Review existing information and identify lessons that are relevant to the development of the Strategic Plan of the institution. Do not “reinvent the wheel.” Some secondary sources of information such as Policies, National Planning Frameworks, Strategies (eg. MKUKUTA) etc can be consulted

    15. Relationship of the Situation Analysis to other Steps The Situation Analysis is not an end in itself, it serves as a tool to facilitate the development of the Strategic Plan. Its relationship to key planning elements is documented in the table below.

    16. How the Situation Analysis Affects Strategic Planning

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