HOW TO: Prepare an Operational Plan

HOW TO: Prepare an Operational PlanNyoman Anita DamayantiDepartemen Administrasi dan Kebijakan KesehatanFKM UnairDISMPAIKAN PADA POLTEKES BANJARMASIN23-24 JUNI 2014ESENSI PERENCANAAN

Basic Operational Plan Requirements

Like a strategic plan, anoperational plan addresses four questions:

Where are we now?Dimana posisi kita sekarang?Where / What do we want to be?Dimana / Kita ingin menjadi seperti apa?How do we get there?Bagaimana cara kita mencapainya?How do we measure our progress?Bagaimana cara kita mengukur perkembangannya?

PERENCANAAN OPERASIONAL (RENOP) / ANNUAL PLAN Jangka pendek dan bersifat lebih spesifik dibandingkan dengan strategic planning (renstra)Operational Plan TemplateThe operational plan has a shorter-term focus, and is more specific about:

The actions your group will takeTindakan yang akan anda / tim anda ambil Who is responsibleSiapa yang bertanggungjawab How long it will takeBerapa lama waktu yang dibutuhkan What resources you needSumber daya apa yang anda butuhkan The progress you are making.Kemajuan / perkembangan yang anda hasilkan

Renop memuat tentang (5 W 3 H dan 1T)

Apa aktivitas yang akan dilakukan (What)Apa indikator kinerjanya / key performance indicator? (What)Siapa yang bertanggung jawab (Who is responsible)Siapa sasarannya (Whom)Kapan dan dimana dilaksanakan? (When and Where)Mengapa? (Why)

Berapa lama waktu yang dibutuhkan untuk mencapainya (How long it will take)Sumber daya apa saja yang dibutuhkan (What resources do you need)Berapa kebutuhan anggaran dan dari mana sumbernya (How much)Berapa targetnya? (How many)Progres apa yang akan dibuat (The progress you are making).

Annual Goal ProgramProgram objectivePerformance Standard Resource Requirements Schedule

Format: Outline of Operational Plan ComponentsNama Departemen/ Jurusan/ProdiNomor Departemen/ Jurusan/Prodi Gambaran Umum Departemen/ Jurusan/Prodi Deskripsi singkatVisi, misi, goals (tujuan)

Untuk mencapai tujuan dibuat programContoh: Program A. Nama Program A: . (Program A Name)Program A Authorization (Primary constitutional, statutory, and/or other citations)Program A Description:Program mission statementProgram goalsDescription of program activitiesProgramwide performance information (optional)Program A Objectives:Objective No. 1Strategic linkPerformance indicators

Objective No. 2Strategic linkPerformance indicators

Objective No. 3Strategic linkPerformance indicators

Program B NameProgram B Authorization: (Primary constitutional, statutory, and/or other citations)Program B Description: (Mission statement, goals, activities description, and optional programwide performance information)Program B Objectives:Objective No. 1Strategic linkPerformance indicators

Objective No. 2Strategic linkPerformance indicatorsCharts:Department/Agency Organization ChartDepartment/Agency Program Structure (with Activities) Chart

Contact Person(s): Name, title, and contact numbers (telephone, FAX, and e-mail)Department/Agency Contact Person (for entire operational plan); and/orProgram A Contact PersonProgram B Contact Person

Program Mission and GoalsMission is a broad, comprehensive statement of purpose; it describes what an organization does and whom it serves. Misi bersifat umum, berupa pernyataan komprehensif dari tujuan, menggambarkan apa yang dilakukan organisasi dan siapa yang dilayani organisasi

Goals are the intended broad, long-term results.Tujuan bersifat umum, berupa tujuan jangka panjang yang diinginkan

Goals are clear statement of the general end purposes toward which efforts are directed. Tujuan adalah pernyataan yang jelas tentang tujuan akhir yang diinginkan terhadap upaya apa yang dilakukan untuk mencapainya

Program goals may be a component of broader department/agency goals.Tujuan program dapat menjadi komponen dalam departemen atau lembaga yang lebih luas

Program goals must be consistent with department/agency goals.Tujuan program harus konsisten dengan tujuan departemen / lembaga

Programs should be described simply and succinctly.Program harus dijelaskan secara sederhana dan ringkas

The narrative should be written with the assumption that the reader has no knowledge of the program, what it does, why it is needed, or how it works.Narasi ditulis dengan asumsi bahwa pembaca tidak memiliki pengetahuan apapun tentang program, apa yang dilakukan, mengapa dibutukan, atau bagaimana program berjalan

The use of technical terminology, abbreviations, and acronyms should be avoided; if technical terms or jargon cannot be avoided, then these terms must be defined clearly.Penggunaan istilah teknis, singkatan, dan akronim sebaiknya dihindari; jika penggunaan istilah teknis atau jargon tidak dapat dihindari, maka istilah tersebut harus didefinisikan dengan jelasTo develop the program description, use the following steps:1. Consider the following questions:What is the program's mission or purpose?Apa misi atau tujuan program?

That is: What does the program do and whom does it serve?Yaitu: Apa yang dilakukan program dan siapa yang dilayani?

Why is the program needed?Mengapa program dibutuhkan?

Why was the program created?Mengapa program disusun/dibuat?(Review kembali pernyataan misi program pada perencanaan strategic)

What are the program's goals? Apa tujuan program?

That is: What are the broad, long-range end results to be achieved by the program? Yaitu: Apa tujuan umum akhit yang ingin dicapai program?(Review kembali tujuan dalam perencanaan strategic)(Jangan ulangi dan jawab setiap pertanyaan berikut dalam operational plan anda. Pertanyaan berikut hanya petunjuk sederhana untuk membantu anda dalam mempersiapkan deskripsi program.)

2. Imagine giving a one-minute explanation of the program to the legislature, general public, or community groups. Assume the audience knows nothing about this program. Think about how to best describe the program in terms they can understand.Bayangkan anda sedang menjelaskan program pada masyarakat umum dalam satu menit. Asusmikan audiens anda tidak mengetahui apapun tentang program ini. Pikirkan cara terbaik untuk mendiskripsikan program yang dapat mereka pahami3. Develop a paragraph that clearly identifies the mission and goal(s) of the program.Susun paragraf yang mengidentifikasi dengan jelas misi dan tujuan program

(Example: The mission of the [name of program] is to . . . . ." The goals of the [name of program] are: . . . .") If necessary, add explanatory information.Some programs are purely administrative in nature and involve funds that are "passed through

What benefits are derived and by whom--should be included in the program description. Keuntungan apa dan dari siapa sebaiknya dimasukkan dalam deskripsi program

Performance indicators, verifying the results achieved and service provided, should be included in the program performance indicators.Performance indicator, verifikasi hasil yang diperoleh, sebaiknya dimasukkan dalam program performance indicatorProgram Activities

An activity is a distinct subset of functions or services within a program. Identify and briefly describe major program activities.Again, the narrative should be written with the assumption that the reader has no knowledge of the activity. The use of technical terminology, abbreviations, and acronyms should be avoided; if technical terms or jargon cannot be avoided, then these terms must be defined clearly.The activity structure for each program should also be illustrated in a program activity chart.

Program Objectives

Objectives are intermediate outcomes--specific, measurable milestones along the road to accomplishing goals. They identify results or service levels to be achieved. Objectives should be SMART; that is, they should be: Specific; Measurable; Aggressive but Attainable; Results oriented (reliable); and Time-bound/ Time-SensitiveTo set program operational objectives, review the program's five-year strategic plan. The

An objective is a clear statement of a specific, measurable outcome to be achieved. It shouldnot be a listing of strategies or actions that will be performed during the fiscal year.Remember, also, that the operational plan is constructed on a continuation basis. Someprogram strategic objectives may involve the creation of new activities or require enhancedfunding to expand existing services. Such objectives, along with measures of increasedperformance and service levels, should be shown on New or Expanded Service Forms rather than in the operational plan.Program Performance IndicatorsTo justify funding for a program, it is necessary to demonstrate and document the effectiveness, efficiency, and excellence of the program. Performance indicators are the tools used to measure performance, progress, and accomplishments.They are reported in the operational plan and other budget forms.Performance indicators consist of two parts: indicator name and indicator value. The indicator name describes what you are measuring. The indicator value is the numeric amount or level actually achieved or to be achieved.Performance indicator values for the fiscal year of the budget request become performance standards during the appropriation process. Types of Performance IndicatorsLouisiana's management processes use five types of indicators to measure performance: input, output, outcome, efficiency, and quality. These indicators are based on systems logic (how a process works) and each type is designed to answer different questions.Together, these indicators provide a balanced view of performance.

Operational Plan TemplateAn operational plan is the business plan or annual plan for the group. Whereas the strategic plan looks at the long-term strategy (i.e. how you will achieve your ultimate goals and mission), the operational plan has a shorter-term focus, and is more specific about:the actions your group will takewho is responsiblehow long it will takewhat resources you needthe progress you are making.

The best way of monitoring your group's progress is to refer to your operational plan when drawing up monthly (or quarterly) reports for your management committee/board.

To develop an operational plan:1. On some sheets of paper or whiteboard, draw up templates as follows:

Figure 1:Operational Plan TemplateOperational Plan for.(insert Organisation Name) .................................

Operational Plan for.(insert Organisation Name) .................................

MISSION STATEMENT:

Goal/(Intermediate Outcome)Actions/ ActivitiesResponsibility (who?)When by?Resource RequirementsMonitoring/ Update1.2.(more actions if required)

2. Record your "Mission Statement" in the top box.3. Record your "Goals" in the second box using a separate sheet for each goal.4. List the main activities and action steps in the first column.5. State who is responsible in the second column.6. State when this task should be done by in the third column.7. List what resources are required in the fourth column.8. Keep track of the progress you are making in the last column.

Some Definitions:Goal:Goal is the end toward which the program is directed. It is the general statement of a long-range purpose. Goals should directly address needs. Goals are outcome and not process oriented. They clearly state, specific, measurable outcome(s) or change(s) that can be reasonably expected at the conclusion of a methodically selected intervention.Objective:Objective is a statement of the results to be achieved, and includes a time frame, target of change, specific results to be achieved, method of measuring the results, and criteria for successful achievement. Objectives state results, not activities. Objectives, when accomplished, lead to the goal. Objectives should be stated in ways that describe what you will do and how you will do it. A performance indicator is an example of a program objective.Once you have developed your annual Operational Plan you can begin to set your budget for the year.