build planning for adaptation final 2

Improving Health Through Innovative Collaborations

Planning for Adaptation:

How to make a difference in

complex settings Dr. Jewlya Lynn

October 2015

2

©2014 The BUILD Health Challenge • buildhealthchallenge.org

Welcome

Presenter Introduction(s)

Session Objectives

• Understand why adaptive planning is important and when to use adaptive planning

approaches

• Learn about different tools that can be part of an adaptive planning process

• Learn about an online toolkit to help you apply the concepts of adaptive planning

Session Outline

• What is adaptive planning?

• When should adaptive planning be used?

• Tools for adaptive planning

• Bringing it all together

Overview of Learning Session

3


Spark Policy Institute’s Tools for Social Innovators

www.sparkpolicy.com/tools

4


Adaptive Planning

5


How do we usually do our planning?

Strategies Results Assumptions

& Context

6


What do we do when our strategies fail?

Strategies Results

Hmm, how do we improve our current

strategies, systems, partnerships, etc.?

Assumptions

& Context

Hmm, let’s reevaluate whether this is the right approach.

What’s happening in the environment? What did we learn from

experimenting with our last strategy? Should we shift our overall

strategy or even rethink our goals?

7


What do we do when we use adaptive planning?

Strategies:

What are your

initial ideas for

how to cause

the change?

Results:

How do you want

to change the

world? What

smaller changes

are needed to get

there

Assumptions &

Context:

What

assumptions are

you making?

What can you

learn about the

context and from

past experience?

8


What does our plan look like?

Strategies Results

Questions our

assumptions

Assumptions

& Context

Focus on our

results

Rethink, revise,

rethink, revise

9


Why is adaptive planning the right approach in the

context of BUILD?

Strategies Results

Questions our

assumptions

Assumptions

& Context

Focus on our

results

Rethink, revise,

rethink, revise

10


When to use adaptive planning

11


There are different types of problems to solve… L

eve

l o

f S

ocia

l C

om

ple

xity

Level of Technological Complexity

Simple

Proble

ms

The right “recipe” is essential but once

you’ve discovered it, replication will get you almost the same result

every time

Example: Baking a Cake

Simple

12


There are different types of problems to solve… L

eve

l o

f S

ocia

l C

om

ple

xity


Simple

Problems

Socially

Complicated

Problems

The right “protocols and formulas” are knowable and can even be known, but agreement

the problem they will solve, whether it should be solved,

who has the right to solve it, and what solution should be used

are lacking. Example: Water Conservation

Socially Complicated

13


There are different types of problems to solve…

The right “protocols and formulas” are needed, as are high levels of expertise and training – experience is built over time to get to the right

result, which can be repeated over time with the expectation of success. Example: Sending a

Rocket to the Moon

Technically Complicated

Technic

ally

Le

ve

l o

f S

ocia

l C

om

ple

xity


Technically

Complicated

Problems

14


There is also a fourth type of problem… L

eve

l o

f S

ocia

l C

om

ple

xity


Complex

Problems

There are no “right” recipes or protocols that work in every situation. There are many outside factors that

influence the situation, and every situation is unique.

Experience helps, but in no way guarantees success

Example: Raising a Child

Complex

15


When to use adaptive planning techniques? L

eve

l o

f S

ocia

l C

om

ple

xity


Compl

ex

Proble

ms

?

?

WHEN: Dynamic conditions and multiple factors require adaptation along the way, so both the pathway to change and the outcomes themselves may change over time.

NOT WHEN: If solutions are implemented correctly and with quality, a pre-determined set of activities can be expected to produce a predictable chain of outcomes over time and in different settings.

16


Activity 2: Working through complexity

Technically

Complicate

d Problems

Le

ve

l o

f S

ocia

l C

om

ple

xity


Compl

ex

Proble

ms

Complex

Problems

Technically

Complicated

Problems

Socially

Complicated

Problems

Simple

Problems

What is technically

complicated in your

work? There is agreement

that it needs to be done,

but you don’t know how to

do it best.

17



Technically

Complicate

d Problems

Le

ve

l o

f S

ocia

l C

om

ple

xity


Compl

ex

Proble

ms

Complex

Problems

Technically

Complicated

Problems

Socially

Complicated

Problems

Simple

Problems

What is socially

complicated in your

work? There are

established best practices

on how to do it, but there

isn’t agreement on

whether to do it.

18



Technically

Complicate

d Problems

Le

ve

l o

f S

ocia

l C

om

ple

xity


Compl

ex

Proble

ms

Complex

Problems

Technically

Complicated

Problems

Socially

Complicated

Problems

Simple

Problems

What is complex in your

work? There is neither

agreement on whether to

do it, nor a clear set of

practices for how to do it?

19


Tools for adaptive planning

20


• Data, data, data, data

Tools for adaptive planning

21


Data, data, data, data

Data about the

changes in the

problem

Strategies Results

Questions our

assumptions

Assumptions

& Context

Focus on our

results

Rethink, revise,

rethink, revise

Evaluation of

your strategies

as they deploy

Data about the

context and

problem

22


• Strategic Roadmaps

• Before and After Action Reviews

• Forecasting Strategies (e.g. Scenario Mapping,

Simulations, Pre-Mortems, Delphi Method)

• Mapping Strategies (e.g., systems, network power,

and stakeholder mapping)

Specialized tools for adaptive planning

23


Using the tools

Strategic

Roadmaps

Strategies Results

Questions our

assumptions

Assumptions

& Context

Focus on our

results

Rethink, revise,

rethink, revise

Before & After

Action Reviews

Forecasting &

Mapping

24


An example: consumer health advocacy

General Operating

Program Grants

Rapid Response

Grants

Convenings

Learning

Evaluation

Policy

Targets,

Interim

Outcomes

Scenario

Mapping

Policy &

Advocacy

Framework

• Reassessing scenarios

• Twice yearly learning & strategy convenings

• Learning evaluation

• Twice yearly TCHF debriefs

25


Focus on Results: Strategic

Roadmaps

26


Using the tools

Strategic

Roadmaps

Strategies Results

Questions our

assumptions

Assumptions

& Context

Focus on our

results

Rethink, revise,

rethink, revise

Before & After

Action Reviews

Forecasting &

Mapping

27


Using the tools

28


Backwards planning

29


Backwards planning, on steroids

30


Key terms

Sphere of Control

Those things over which we

have control – we can

determine if they happen.

Activities

Deliverables

Outputs

Sphere of Influence

Those things which we can only

hope to influence – we can do our

best to cause them to happen, but we

can’t control it.

Outcomes

Preconditions

End-of-the Road

31


Key terms

Sphere of

Control

Activities

Deliverables

Outputs

Sphere of

Influence

Outcomes

Preconditions

End-of-the Road

Outcome (Preconditions):

Anything we hope to influence as a result of our work. It can be short-

term (such as in the next year), intermediate term (such as two to five

years from now) or long-term (near the end of our road)

End of the Road:

The reason we are doing this work – the concrete and achievable vision

we are working toward.

32


Strategic Roadmaps

End of

the Road

Pre-

conditions

to

achieving

the goal

Even

earlier pre-

conditions

What that

means for

what we

should be

doing today

Control Influence

33


Example: Farm to School

Statewide

Sustainable

Farm to

School

Adequate supply

Clarity on regulatory

requirements On farm food safety

School procurement

School food safety

Adequate school

facilities

Policy support of FTS

School staff willing/able

Assistance to producers

Adequate reimbursement for producers

34


Strategic Roadmaps

A

sustainable

system of

effective

pathways

to work &

education

for

opportunity

youth

Increased $

Public & private sector

champions

Effective identification

Continuing education

options

Basic human needs

services

Formalized connections

between sectors

Internships, shadowing

opportunities

Youth engagement in the system

35


Okay, so I have my roadmap, now what?

End of

the

Road

Pre-

conditions

to

achieving

the goal

Even

earlier pre-

conditions

What that

means for

what we

should be

doing

today

• Helps you keep the focus on the “why” of your work

– the change you’re trying to cause in the world.

• Helps you plan activities as you go and keep an eye

on the broader environment

• Helps you tell your story

• Helps you

plan short-

term,

strategic

actions

36


Testing Assumptions:

Forecasting & Mapping

Techniques

37


Using the tools

Strategic

Roadmaps

Strategies Results

Questions our

assumptions

Assumptions

& Context

Focus on our

results

Rethink, revise,

rethink, revise

Before & After

Action Reviews Forecasting

& Mapping

38


39


40


Scenario planning

How we plan for

the future

How we

experience the

future unfolding

How scenario

mapping helps

41


Scenario planning

1 Identifies major drivers of the future

2 Envisions what variations might look like

3 Explores the implications of different futures

4 Prepares you to adapt as the future unfolds

42


Example from an adaptive funding strategy

43


Pre-Mortems

44


It’s five years later and we failed spectacularly!

Things could not have gone worse!

45


Example: An adaptive funding strategy

Failure

Limited or no

policy wins

Foundation

changes

course

Grantees

push back –

they don’t like

the

uncertainty

Why?

Misinterpreted the

environment – went

after the wrong wins

Turnover of key

leaders that support

the work

Failed to integrate into

current practice

Adapted too much or

only paid lip service to

adaptation

So What?

High quality monitoring

of environment

Ongoing re-education of

leaders

Be intentional about

institutionalizing

adaptive processes

Actively question level of

adaptation with internal

and external partners

46



47



48


Systems map

49


Systems map

50


Network map

51


Network map

52


Activity 5: Let’s plan our adaptive planning

If you could decide for your local BUILD work…

• Which of these tools for forecasting and mapping

might be the most helpful in planning an adaptive

approach and why?

53


Rethink, rethink, revise, revise

54


Using the tools

Strategic

Roadmaps

Strategies Results

Questions our

assumptions

Assumptions

& Context

Focus on our

results

Rethink, revise,

rethink, revise

Before &

After Action

Reviews

Forecasting &

Mapping

55


Using the tools

What is your intended

result (the precondition

you want to achieve)?

Given all that, what will

help us achieve the

intended result this time?

What are some of the

challenges you’ll face

along the way?

What have you learned

from similar situations,

past attempts, or outside

information?

56


Bringing it all together

57


How do we plan for adaptation?

Strategic

Roadmaps

(informed by

forecasting &

mapping)

Strategies Results

Questions our

assumptions

Assumptions

& Context

Focus on our

results

Rethink, revise,

rethink, revise

Before & After

Action Reviews

Pre-mortems and

other forecasting

& mapping

58


How can adaptive planning tools and approaches help

your work maintain the focus on the BUILD pillars?

Strategies Results

Questions our

assumptions

Assumptions

& Context

Focus on our

results

Rethink, revise,

rethink, revise

59


Being adaptive

60


Activity 6: Adapting the supportive services…

What are three words to describe how technical

assistance/trainings/etc. are working for you

right now?

• What would you most like help with, from this webinar

or other learning opportunities you’ve been part of.

61


Thank you!

5 minute Learning Session

Evaluation

https://www.surveymonkey.com/r/BUILDap

Thank you for attending today’s session. We want to make sure that these sessions are helpful and informative to your work. We have copied the evaluation link to the evaluation into the chat box. You should be able to access this link directly from the chat box.

Your answers will be aggregated with the other responses. The results will be shared with the BUILD Health Challenge partners, so that we can better support you.

BUILD will be sending out a post-session package that will include the link to this recording as well as materials/resources we have used/referenced during this discussion.

build planning for adaptation final 2

Health & Medicine