STEPS to Produce a Sensible Theme Strategic Plan

 

There is a need to spend some time defining the limits of what each theme is  responsible for and doing - there is a bit of confusion on this.  Note, there is a role for management and a role for the Re-Organization theme while you can keep track of that. 

 

What each group needs to do is 

A. KNOWLEDGE MANAGEMENT REVIEW 

A1. Review the Past Digiatl Documents for the Theme -

    - review what was done in the Org Document - Ver 29

    - past reviews

    - past meeting reports 

          A2.  Review the past Paper Documents 

B. ARCHIVING AND UPDATING RELEVANT KNOWLEDGE 

Have an understanding of the role of Internal Page, Blogs, OSF and Document these well. 

B1. Is it well organized in the OSF and the blog and the Internal Page ? 

B2. OSF     - is the structure suitable 

    - identify shortcoming to be fixed

    - recommend a structure for the Theme and circulate to team

              - is it understandable for a newcomer?  

B3.     BLOGS 

    - are the blog posts comprehensive for the theme  

    - how can there be a guide / html for new users 

    - what are the gaps to be fixed 

B4.    INTERNAL PAGE 

    - Is the content relevant to the Theme captured 

    - what revisions / updates / additions are needed. 

C. SWOT ANALYSIS  

The OT of SWOT may not be as relevant for the Theme - but you can see what is most relevant from the overall SWOT and add - and add other items at a finer grain. 

C1. Review the SW/ SWOT for the Org for what is relevant for the Themes in question 

C2. Come up with SWOT for the Themes that you are working on 

C3. Review the past SWOT’s

D. MITIGATION AND CAPITALIZATION STEPS FOLLOWING SWOT ANALYSIS  AND PAST TASKS AND NEEDS OF PROJECTS AND PROGRAMS 

D1. Rank the items in the SWOT table - decide what must be addressed in next 3 months 

D2. assign - scores of 1-5 in importance and urgency for each of the task to be addressed  

D3. List the tasks to be done 

D4. Review all the work items presented by each person for  Tasks not done but talked about by each person - should be all gathered/  

D5. Review Work from Recent Departures - see here monthly and 6 monthly work reports - reports at time of exit. Identify follow up steps

D6. See what other tasks that come up which are not represented above 

Are there urgent Project Related / Tasks from Other Themes/ Programs coming up? This can be done iteratively. 

D7. Consolidate Tasks from SWOT, from Work Not Done, Work Pending and New Works 

         D8. Identify an Ideal Task Portfolio for the Theme ( for next month, next 3 months, next 6 months) given enough resources. 

         D9. Identify Resources needed. If there is a need for more people / resources - identify the roles or non-HR resources. 

         D9. Prioritize path forward with limitations in Resource Limitations  - esp Human - given   

E. ORGANIZATIONAL Structure Management 

E1. Review the Organizational Structure for each Theme - Try to establish a history of existing structure 

          E2. Discuss and come to consensus on how to change it - document this

          E3. Document changes and for what purpose. 

          E4 - Allocate responsibilities for each part of the Organizational Structure  

E5 - Allocate Collaboration Boards and knowledge management to specific persons.

F. WORK ALLOCATION 

- Develop a Work Plan for the Theme -  Come up with annual, 6 monthly, 3 monthly Needs and a monthly Needs  

- Allocate Responsibility for Each Person 

G. MONITORING AND REVISION PLAN 

What are  the arrangement to monitor the work progress of each Theme? 

   - weekly meeting reports? 

   - End of week / month reviews ?

   - Start of week/month planning ?

   - How often should there be a Report to Principal Scientist and Manager and rest of org - Monthly?