How to of Policy Master ppt
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The ‘How- To’ of Policy Making Build your Skills Program OVERVIEW DEFINING POLICY TYPES APPLICATIONS IMPLEMENTING POLICY COMMUNICATION EVALUATION HOW TO’S OF POLICY MAKING POLICY DECISIONS REOMMENDATIONS DEBATE DEVELOPING POLICY PROCESS FACT- BASED COMPETENCIES • Understands legislative powers • Communicates effectively • Approaches problems creatively • Assumes oversight role ETIQUETTE • Respect the program & be on time after breaks • Turn your phone to silent • Be courteous and patient with others • Assume required roles for activities • Take time to listen to other points of view • Encourage others POLICY MAKING CHALLENGES WHAT DO YOU THINK ARE SOME OF THE SIGNIFICANT CHALLENGES YOU EXPERIENCE RELATING TO THE POLICY MAKING PROCESS? ITEM SCORE Section 1 Policy Defined WHAT IS POLICY? • statement of intentions to guide decision-making • translates vision to action • a functional framework for staff actions • regulates how citizens live in a community POLICY TERMS • Policy challenge – issue or problem • Policy result – desired outcome • Policy options – strategic alternatives • Policy actions – implementation steps POLICY DEFINITIONS • Policy analysts – staff • Policy makers – elected officials • Policy process – issues, outcome, alternatives & actions • Formal policy – public document • Informal policy – inaction creating precedent GOOD POLICY • Beneficial to public respecting individual rights • Consistent with legislative authority • Reflects community vision • Well informed • Within the organization’s resource capacity • Easy to interpret • Adaptive WHY POLICY? • legislated requirement for elected officials • framework for goal setting • guides program design & service delivery • rules and regulations for decisions • principles that guide day-today actions POLICY CATEGORIES • governing policies • operational policies • administrative policies What are some examples from your organization within these categories? BYLAW, POLICY or PROCEDURE? Bylaw Policy Procedure Fees & Charges Bylaw Facility Use Policy Fee Collection Steps Green Space Bylaw Park Reserve Park Maintenance Standard Zoning Bylaw Application Process Application Checklist Annual Budget Reporting Schedule Report format Joint Use Agreement Scheduling process Cleaning Schedule Can you think of some examples from your organization to add to these categories? MAJOR APPLICATIONS • land use • service delivery • funding • administration GOOD POLICY ACTIVITY Purpose – to recognize the elements of good policy making 1. Select facilitator, recorder, timekeeper and presenter 2. Review policy checklist – make additions 3. Agree on 3 items critical to policy success 4. Share policies that fell short 5. Share policies that excel 6. Present one example to plenary Section 2 Policy Development POLICY MAKING PROCESS INFORMED DECISION MAKING • fact based • informs rather than directs policy decisions • inquiring minds want to know • decisions based on evidence not emotion • objective not subjective • supports transparency TYPES OF ISSUES Routine Policy Challenge • not new • solutions known • policy options clear Complex Policy Challenge • new, solutions are not clear • unexplored policy options • uncertain policy actions DISCOVER STAGE • defining the problem • validity of facts • more than one problem? • what questions need asking? • existing information • research • best practices Results in a key question POLICY BRIEFING Issue Background Related problems Policy Challenge Stakeholders Expectations Key question that guides policy inquiry Policy Result Alternatives Policy Option Policy Actions Key outcome Resources Fiscal, human & support required Data, feedback Affected parties or those to involve Measureable outcomes, impact Ways to achieve policy result Best alternative to address issue Implementation steps, milestones Why is it helpful to have a standard format? POLICY DEFINITION ACTIVITY Purpose – to develop a real life policy recommendation beginning by identifying the policy issue or problem 1. 2. 3. 4. 5. 6. Select facilitator, recorder, timekeeper and presenter Discuss policy issues you are facing Agree on one to use as a group Identify info available to you (policy briefing worksheet) Identify possible questions Choose one key question POLICY RESULTS Subjective expectations – observable Objective expectations – measureable Input from citizens – property owners & residents Input from agencies – non profit, private, gov’t Indirect input – questionnaire, comment card Direct input – advisory committee, public hearing POLICY RESULTS ACTIVITY Purpose – key result if the policy issue is addressed 1. 2. 3. 4. 5. Select facilitator, recorder, timekeeper and presenter Determine stakeholders List observable and measureable expectations Determine key result Debrief questions in workbook IS A POLICY NEEDED? • to comply with legislation • to establish consistent treatment • to guide repeat situations • to establish standards & regulations • to protect the municipality legally • if employee actions indicate confusion Can you think of an example when policy was not needed for an issue facing Council? DEVELOP STAGE • seeing possibilities • analyzing options • best practices • contrary views • innovative ideas • mandate & success & effort • pros & cons, best/worst, rating Results in a preferred option PRACTICALITY CHECKLIST Options Analysis Criteria Likely Medium Unlikely 1. Legislative Ease Yes Maybe No 2. Existing Policy Consistency Yes Maybe No 3. Existing Contract Ease Yes Maybe No 4. Political Will to Proceed High Neutral Uncertai n 5. Human Capacity to Implement High Medium Low Can you think of other practical considerations to evaluate policy alternatives? POLICY RESULTS ACTIVITY Purpose – to generate possibilities & alternatives for resolving the policy issue 1. 2. 3. 4. 5. Select facilitator, recorder, timekeeper and presenter Determine stakeholders List observable and measureable expectations Determine key result Debrief questions in workbook DELIVER STAGE • plan to implement best option • sequenced actions • responsibilities • timeline • resources • expenses • revenue • start-up costs Results in a policy action plan POLICY ACTIONS ACTIVITY Purpose – to identify actions, timelines and resources to implement the policy recommendation 1. 2. 3. 4. 5. 6. Select facilitator, recorder, timekeeper and presenter Identify required actions to implement the preferred option Sequence the actions using a timeline Assign positions to tasks Identify resources Debrief questions in workbook POLICY RECOMMENDATIONS Policy Briefing • facts & comparative information • prepared for Council discussion & debate Policy Format • policy recommendation • prepared for Council debate & approval Can you recall a time when staff prepared information that was not what Council was looking for? POLICY FORMAT Municipal Logo Type of Policy Policy # Approved by: Effective date: Department: Policy Title Purpose of Policy Describes the issue the policy is meant to address Describes the desired policy result and outcomes Definitions Defines terms included in the policy Provides clarity & consistent understanding Policy Statement Reflects relevance to organization’s broad vision Cites relevant laws, regulations or codes Policy Content Conditions, principles and applications Who will administer the policy Related Documents Linked or superseding policies Reference to implementation procedures Appendices Related information leading to the policy Related information for implementing the policy Approval Date: Date of resolution by Council POLICY RECOMMENDATION ACTIVITY Purpose – to review a policy recommendation to ensure support from Council 1. Select facilitator, recorder, timekeeper and presenter 2. Review Policy Briefing info & determine final recommendation 3. What factors affect the recommendation? 4. How will you address these factors? 5. What information needs to be presented to Council? 6. Debrief Section 3 Policy Decisions MAKING DECISIONS Consensus – working through CONSENSUS views until agreement among all Informed – analyze options INFORMED DECISION through respectful discussion Majority – voting by those who SIMPLE MAJORITY have authority to vote Imposed – decision by one with authority IMPOSED AGREEMENT INFORMED DECISION MAKING • adequate information • good debate • factual information and data • forecasts and trends • perceptions from various interests • justification and further analysis TYPES OF DECISIONS Routine Problem and solution are well know Minimal criteria and options necessary Yes/No Choice to be made among alternatives Focused on debate Best Choice Assessment of various complex alternatives Information & debate required Possibilities? Problem & solution are not known Information & debate required What are some examples for each decision type in your community? POLICY CONSEQUENCES Predictable Enough information to predict outcome Dependent Different viewpoints that need comparison Risky Possible or unknown negative consequences What are some examples of different policy consequences you have experienced? GODD DEBATE • differs from discussion • good debate intended to result in a decision • formal process that occurs in public • yes – agree with recommendations • no – turn down recommendation • refer or defer – more information required DEBATE ACTIVITY Purpose – to discuss reasons policy debate might derail 1. 2. 3. 4. 5. 6. Select facilitator, recorder, timekeeper and presenter Brainstorm factors that derail policy debate. Choose two As Mayor, how would you deal with these? As Councillor, how could you prevent these from occurring? Report back to plenary Debrief DEBATE DERAILERS DERAILERS 1._______________________ ACTION Remedy Prevention 1._______________________ Remedy Prevention Does the mayor have a different role than a Councillor? PRINCIPLES OF GOOD DEBATE • know what you’re talking about • use logic to present your side • be accurate, rely on facts • be professional in your conduct • use supportive language • avoid exaggeration • follow protocols, points of order • keep your perspective POLICY DEBATE ACTIVITY Purpose – to present and debate policy recommendations in a simulated Council meeting 1. 2. 3. 4. Select facilitator, recorder, timekeeper and presenter Prepare presentation using the ‘Policy Briefing’ worksheet Present to a council within 5 minutes or less Switch roles – Council & Observer Group 1 presents to Council Group 2 – Observer Group 3 Group 3 presents to Council Group 4 – Observer Group 1 Group 4 presents to Council Group 1 – Observer Group 2 Group 2 presents to Council Group 3 – Observer Group 4 OBSERVATION WORKSHEET Assigned Meeting Feedback Observation Learning Section 4 Policy Implementation IMPLEMENTATION FACTORS Capacity to implement the decision • staff time • fiscal resources • expertise Unforeseen conditions • community acceptance • political will • legal capacity UNINTENDED CONSEQUENCES Tradeoffs • negative impact exceeds benefits Social Impact • causes people to react in a negative way Resource Leveraging • diminishes service or capacity Can you think when a policy resulted in unforeseen resource issues, negative conditions or unintended consequences? UNINTENDED CONSEQUENCES ACTIVITY Purpose – to recognize, prevent or correct the impact of unintended policy consequences 1. Select facilitator, recorder, timekeeper and presenter 2. Identify inadequate resources, unfavorable conditions and/or unintended consequences that may arise from your recommendation. Agree on 5 to examine further. 3. How could you have prevented this in the policy definition, development and decision stages? 4. Is there an opportunity to correct in the debrief or evaluation stage? WORKSHEET Unintended Consequences ISSUE 1. 2. 3. 4. 5. PREVENTIVE ACTIONS CORRECTIVE ACTIONS COMMUNICATING POLICY DECISIONS Explain • describe the policy process, outcome & action • gains credibility Acknowledge • anticipate concerns & have answers • phase in actions, monitor & evaluate Champion • stress benefits POLICY AUDIENCES INFORMED External IMPACTED Indirect IMPLEMENTERS Agencies IMPACTED Direct Policy Audience INFORMED Local IMPLEMENTERS Staff OTHER Who makes up the audience for your recommendation? COMMUNICATION MEDIUMS Public Media • radio, newspapers, television Target Mediums • website blogs, give-aways, outreach programs Informal Methods • coffee shop conversation, trade show booth How would you communicate your policy decision? DEBRIEF STAGE • progress • contingency options • check-in points • data & statistics • observations • comparisons • scheduled review • legislated requirements How would you suggest your policy decision be monitored? SUMMARY What are some key ideas you gained from this session? How will you apply one of these ideas in your community? What is one pitfall you would like your local government to avoid in the policy making process? CONCLUSION THANK YOU! Please remember to complete and return your program evaluation.
