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HomeMy WebLinkAboutCAO-13-030 - 2013 Business Planning Status Update - Complete REPORT TO: Finance and Corporate Services Committee DATE OF MEETING: October 21, 2013 SUBMITTED BY: Laurie Majcher, Manager, Strategy & Business Planning 519-741-2200 Ext. 7817 PREPARED BY: Laurie Majcher, Manager, Strategy & Business Planning 519-741-2200 Ext. 7817 WARD(S) INVOLVED: N/A DATE OF REPORT: October 15, 2013 REPORT NO.: CAO-13-030 st SUBJECT: 2013 Business Planning Status Update for August 31. RECOMMENDATION: For information. BACKGROUND: Corporate business planning falls within the overall integrated planning framework for the City of Kitchener, driven by the Integrated Planning Centre of Excellence in the Office of the CAO. The purpose of the business planning process is to manage and support the development of departmental business plans and an integrated corporate business plan to guide the medium- term course of the Corporation. At this time, the business planning process is focused exclusively on the planning and management of corporate and divisional projects as an achievable first step. Improvements are being made to the program to include the integration of core service into the planning framework for 2014 to provide a whole systems view of the work being done within the organization and the associated resource commitments. The purpose of this report is to provide Council with the second of three updates on the status st of corporate and divisional projects as of August 31 of this year. The intention of sharing this information regularly with council is to demonstrate full transparency and accountability on the commitments the organization has made to the public in the 2013 – 2015 Business Plan. The status updates will illustrate the degree to which the organization has stayed focused on priorities, is making meaningful progress towards goals and is managing the process so that we can successfully follow through to completion on projects that are started, while responding to key unanticipated demands along the way. The effort to collect this information corporately is led by the Integrated Planning Centre of Excellence with support from the departmental business planning leads. REPORT: The City of Kitchener 2013-2015 Business Plan includes 184 projects, with the intention that progress will be made on 160 (87%) this year. The remaining projects are planned to start in 2014 or 2015. Through the business planning process, linkages to the objectives in the Strategic Plan were identified for all projects. This helps ensure alignment with the big picture through the focused work that is carried out within the individual initiatives. A full listing of all st corporate and divisional projects and their status as of August 31 can be found in Appendix A. IF1 - 1 Of the projects planned for 2013, 26 were identified as corporate priorities because of the scope or depth of impact they will have on the community. Corporate projects were ranked from 1 to 4, with a ranking of 1 representing top priority. Corporate projects are monitored by the Corporate Management Team and the status is reviewed and discussed by the Corporate Leadership Team on an as needed basis. Table 1: Corporate Priorities Ôt©š†;-·b’;5;¦·[;75zÝz­zš“{··Ò­·t ‰ ‰ 17 Talent Strategy (Digital Media) CAO Economic Development On Track 1 32 Develop & Update Leisure Facilities Master Plan CSD Administration Delayed 1 34 Customer Service Phase 2 CSD Administration On Track 1 44 Neighbourhood Assoc. Online Registration Project CSD Community Programs & Services On Track 1 45 Integrated Accessibility Standards (AODA) CSDCommunity Programs & Services On Track 1 46 Rockway Centre Feasibility Study & Business Case CSD Community Programs & Services Completed 1 62 Fire – Alternate Emergency Communications Centre CSD Fire On Track 1 74 Planning Around Rapid Transit Stations CSD Planning On Track 1 81 Compliance and Conformance Evaluation Committee FCS Internal Audit Completed 1 85 Development Charges Background Study FCS Financial Planning On Track 1 100 Business Continuity Plan Implementation FCS Legislated Services On Track 1 145 Budd Park Sportsfields Short-Term Lease Alternatives INS Operations On Hold 1 146 South Kitchener District Park Master Plan INS Operations Delayed 1 147 Emerald Ash Borer INS Operations On Track 1 1 Corporate PMO Development CAO Integrated Planning Centre of On Track 2 Excellence 9 Intranet Redesign CAO Communications & Marketing On Hold 2 10 Brand Strategy CAO Communications & Marketing On Track 2 33 Develop Corporate Sponsorship Policy CSD Administration On Track 2 63 Develop 5-year Fire Master Plan CSD Fire Delayed 2 87 People Plan Update FCS Human Resources On Track 2 88 Corporate Learning & Development Strategy FCS Human Resources On Track 2 94 Corporate Technology Strategic Plan FCS Information Technology On Track 2 101 Accountability and Transparency Policy Update FCS Legislated Services On Track 2 134 Corporate Infrastructure Investment Fund – VP INS Facilities Management On Track 2 Washrooms 8 Online Strategy Review CAO Communications & Marketing On Track 3 52 Queensmount Arena Review CSD Enterprise On Hold 4 # - indicates the project reference number on the attached 2013 Business Plan Status Update P - indicates the priority of the project as approved in the 2013 Business Plan IF1 - 2 As of the end of August 2013, 77% of corporate projects are either Completed or On Track. Two of the corporate projects that were ranked as a top priority have been completed, including the Rockway Centre Feasibility Study and Business Case and the Compliance and Conformance Evaluation Committee. There have been minor delays to the expected end date for two of the projects. Both are planned to be completed by year-end. Of the ten projects that were ranked as priority two, eight are progressing well as planned. The redesign of the city’s intranet (#9) has been put on hold and will recommence with the 2014 Business Plan cycle to capitalize on the synergies with the website review. The expected end date for the Development of a 5-year Fire Master Plan (#63) has been delayed by six months as a result of unforeseen complexities in the procurement process to select a consultant to execute this project. The Online Strategy Review, priority 3, is progressing as planned and the Queensmount Arena Review, priority 4, has been put On Hold awaiting prioritization of the Leisure Facilities Master Plan Update recommendations. The completion of corporate projects brings us closer to achieving the priorities set out in the city’s strategic plan. Corporate projects that have a 2013 expected end date include: Strategic Priority & Direction Project#P creative people live in creative communitiesTalent Strategy (Digital Media) 17 1 Development: community programs & facilitiesDevelop and Update the Leisure Facilities 32 1 Quality of Life: Master Plan good Customer Service Phase 2 34 1 Communications, marketing & customer service: customer service is everyone’s job offer ample opportunities for inclusionIntegrated Accessibility Standards (AODA) 45 1 Diversity: community programs & facilitiesRockway Centre Feasibility Study & Business 46 1 Quality of Life: Case an organization that is aware, Fire – Alternate Emergency Communications 62 1 Organizational governance: responsive and prepared to deal with emergency situationsCentre Business Practices and Compliance and Conformance Evaluation 81 1 Organizational governance: ComplianceCommittee community programs & facilitiesSouth Kitchener District Park Master Plan 146 1 Quality of Life: reduce reliance on taxesCorporate Sponsorship Policy 33 2 Financial management: : people capability and capacityPeople Plan Update 87 2 Organizational governance a growing city needs people who are Corporate Learning and Development Strategy 88 2 A culture of learning: also growing e -Online Strategy Review8 3 Communications, marketing & customer service: engagement and e-service are here to stay IF1 - 3 Progress on divisional projects is monitored within the division and reported quarterly to the departmental Senior Management Teams and the Corporate Leadership Team. Overall, 75% of the 134 divisional projects are either completed or on track as of August 31, 2013. A number of divisional projects have been put on hold or have experienced delays for various reasons, including dependencies on the progress of other initiatives, external partners or contractors, and staff vacancies or workload constraints. These projects will continue to be monitored and where possible action will be taken over the next management cycle to continue to advance them to completion. By the end of the year, 71 divisional projects are expected to be complete, further advancing the organization towards the achievement of the priorities set out in the Strategic Plan for 2011-14. ALIGNMENT WITH CITY OF KITCHENER STRATEGIC PLAN: The work of Integrated Planning and the Business Planning Process is aligned with the following Strategic Priorities: Effective & Efficient Government – Information Technology: Internal Collaboration, Organizational Governance: Integrated Strategy and Action, People Capability and Capacity, Business Practice and Compliance, Innovation and Incubation. People Plan Priorities – A Culture of Learning: Advancing our Vision and Values through Strategy and Learning, Culture of Safety and Well-being: Work-life Balance, A Culture of Inclusion: People Support What They Help Create, Culture of Accountability: Information is Power, We All Own This Plan, Measure, Monitor & Report, and We’re Clear. FINANCIAL IMPLICATIONS: There are no new financial implications associated with this body of work. COMMUNITY ENGAGEMENT: Inform – we commit to providing updates on the progress being made towards the goals set out in the approved business plans to the community through council three times each year. ACKNOWLEDGED BY: Jeff Wilmer, CAO Appendices: A. Business Plan 2013 Status Update: May - August 2013 IF1 - 4 IF1 - 5 IF1 - 6 IF1 - 7 IF1 - 8 IF1 - 9 IF1 - 10 IF1 - 11 IF1 - 12 IF1 - 13 IF1 - 14 IF1 - 15 IF1 - 16 IF1 - 17 IF1 - 18 IF1 - 19 IF1 - 20 IF1 - 21 IF1 - 22 IF1 - 23 IF1 - 24 IF1 - 25 IF1 - 26 IF1 - 27