Presbyterian Church of 2020 2029 Ghana Strategic Plan

Presbyterian Church of 2020 -2029 Ghana Strategic Plan Training Module: 1 Overview of the Strategic Plan Topic 1. 3: The Implementation Plan PCG Strategic Plan Training - Topic 1. 5: Performance Mangement System 11/27/2020 1

Content of Module 1 – Topic 1. 1: Introduction & Background – Topic 1. 2: Content of the Strategic Plan – Topic 1. 3: Implementation Plan – Topic 1. 4: Framework for Goals & KPIs – Topic 1. 5: Performance PCG Strategic Plan Training - Topic 1. 1: Introduction & Background 11/27/2020 2

Implementation Plan – Specific Objective of Training – Trainees will be able to identify and explain the importance of the four pillars for the implementation of the strategic plan PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 3

Content – Underpinning Principles – Pilar 1: Facilitation – Pilar 2: Accountability – Pilar 3: Planning for Implementation – Pilar 4: Performance Monitoring and Evaluation PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 4

Training Approach and Methodology – The main method will be through presentation, a quiz, and discussions – Required Resources – The Implementation Plan – The Strategic Plan (Chapters 9 &10) – Quiz Questions These can be downloaded from “PCG Strategic Plan Resources” using the credentials scrolling at the base of the video PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 5

The Implementation Plan – Introduced in the Strategic Plan Document in Chapters 9 & 10 – Further developed and adopted by GAC as a Stand-alone document for the Implementation of the Strategic Plan PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 6

Topic 1. 3: Implementation Plan Underpinning Principles PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 7

Setting SMART Goals – Specific – Simply stated & understood – Measurable – Easy to measure success – Achievable – Within our means & ability – Realistic – High probability of success PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 8

What gets measured gets done – Parable of the talents - Mathew 25: 1430 – The servants knew they will give account – Even the one who buried his talent was careful not to loose it so that he can give it back – Two invested, worked hard, achieved results and were rewarded – One did not invest nor work, so made no profit, and was sanctioned PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 9

The Implementation Plan is Supported on Four Pillars – Pilar 1: Facilitation of Implementation – Pilar 2: Accountability – Pilar 3: Planning for Implementation – Pilar 4: Performance Monitoring & Evaluation PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 10

Presbyterian Church of Ghana 2020 -2029 Strategic Plan Training Module: 1 Overview of the Strategic Plan Topic 1. 3: The Implementation Plan 1. 3. 1 Pilar 1: Facilitation PCG Strategic Plan Training - Topic 1. 5: Performance Mangement System 11/27/2020 11

The Four Pillars of Implementation are – Pilar 1: Facilitation of Implementation – Pilar 2: Accountability – Pilar 3: Planning for Implementation – Pilar 4: Performance Monitoring & Evaluation PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 12

Pilar 1: Facilitation of Implementation – Lead Facilitator – Strategic Plan Facilitation Team (SPFT) – Implementation Coordinator (IC) – Dissemination/Awareness Creation – Training of Key Officers PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 13

Lead Facilitator – Appointed for a short-term by GAO, to – Design the planning, monitoring and evaluation, performance management and communication systems – Develop training materials – Facilitate the Training of Trainers – Provide technical backstopping for operationalizing the systems PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 14

Strategic Plan Facilitation Team (SPFT) – Set up by each Court – As an ad-hoc committee to facilitate the initial take-up and implementation in the Courts – Reports to the Standing Committee and Council of the Court PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 15

Strategic Plan Facilitation Team (SPFT) – Membership – – – Accountable Officer (to Chair) Lay Rep/Senior Presbyter Clerk Director/Chairperson of AHRM Implementation Coordinator (IC) One Other Person PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 16

Implementation Coordinators (IC) – Appointed by each Court – May be a full time or part time officer – With appropriate technical competence – Objective is to provide technical assistance to the AO/MEO, and will – Collate & evaluate planning reports – Support Committees and Departments with planning and implementation – Collate & evaluate M & E reports PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 17

Dissemination/Awareness Creation – Publish the Strategic Plan – as Hardcopies & on Website – Dissemination Workshops for all Courts – AO and the SPFT will be responsible at each Court PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 18

Training of Key Officers – Training Objective – Key officers and staff of each Court acquires the knowledge, tools and competence to implement the strategic plan – Responsibility – GAO to organize Training of Trainers for Presbyteries – Presbytery to organize training for the Districts and Congregations PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 19

Target for Training @ GA & Presbytery – GAC & PSC members – Directors – SPFT members – Committee Members – Group Executives – Selected Key Staff PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 20

Target for Training in Districts & Congregations – District Session Council members – Congregational Session members – SPFT members – Administrators – Committee members – Group executives PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 21

Presbyterian Church of Ghana 2020 -2029 Strategic Plan Training Module: 1 Overview of the Strategic Plan Topic 1. 3: The Implementation Plan 1. 3. 2 Pilar 2: Accountability PCG Strategic Plan Training - Topic 1. 5: Performance Mangement System 11/27/2020 22

The Four Pillars of Implementation are – Pilar 1: Facilitation of Implementation – Pilar 2: Accountability – Pilar 3: Planning for Implementation – Pilar 4: Performance Monitoring & Evaluation PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 23

Governing Process of PCG – The Courts take Decisions and set Goals for the Church – The Courts provide Resources and Authority to the Principal Officers to – Implement its Decisions – Achieve its Goals – And Hold them Accountable for the Results PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 24

The Principal Officers and their Councils – Implement the Decisions and realize the goals – Supported by Directors, Agents, Committees and Staff – Holding them accountable for their stewardship – Rewarding good performance – Correcting and/or Sanctioning poor performance and bad behavior – The Parable of the Talents (Mat 25: 14 -30) in operation PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 25

Elements of the Accountability System – Accountable Officer (AO) – Monitoring and Evaluation Officer (MEO) – Goals & Key Performance Indicators (KPI) – Performance Management System (PMS) PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 26

Accountable Officer (AO) – An individual – The most senior Principal Officer of the Court – Except GAO where the Clerk is the AO – Who is held accountable – For Implementing Decisions – Achieving the goals of the Court – Has authority and manages the resources required for implementation PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 27

Monitoring and Evaluation Officer (MEO) – An Individual – The most senior Principal Officer of a higher Court who has authority above the AO – Except GAO where GAC acts as the MEO – The MEO Agrees Targets, Monitors and Evaluates the performance of the AO PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 28

Inter-Court Accountability Court AO MEO Congregation Agent in Charge District Minister District Presbytery GAO Presbytery District Minister Chairperson Presbytery Clerk of GA Chairperson Clerk of GA GAC PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 29

Accountability – Within the Presbytery Session Council Presbytery Chairpersons (AO) District Minister Clerk of Presbytery s Directors Committee Staff Chairperso ns PCG Strategic Plan Training - Topic 1. 3: Implementation Plan Staff 11/27/2020 30

Accountability - Within a District Session Council District Ministers (AO) Agents-in -Charge Clerk, Treasurer, IC PCG Strategic Plan Training - Topic 1. 3: Implementation Plan Committee Chairperson s Staff 11/27/2020 31

Accountability - Within a Congregational Session Agents-in-Charge (AO) Agents Clerk, Treasur er, IC PCG Strategic Plan Training - Topic 1. 3: Implementation Plan Committee Chairperso ns Staff 11/27/2020 32

Goals & Key Performance Indicators (KPIs) – The measuring rod for accountability – Goals are simple statements of intent – KPIs help us to set performance targets for each goal and measure the extent to which we achieve success – They are Court Specific – Discussed Fully under Topic 1. 4 PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 33

Performance Management System (PMS) – A system to hold the AO to account – The MEO agrees on annual performance targets with the AO – MEO assesses the performance of AO against the agreed annual targets – The AOs will conduct a similar process with the team in the Court along the accountability chain – Discussed Fully under Topic 1. 5 PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 34

Presbyterian Church of Ghana 2020 -2029 Strategic Plan Training Module: 1 Overview of the Strategic Plan Topic 1. 3: The Implementation Plan 1. 3. 3 Pilar 3: Planning for Implementation PCG Strategic Plan Training - Topic 1. 5: Performance Mangement System 11/27/2020 35

The Four Pillars of Implementation are – Pilar 1: Facilitation of Implementation – Pilar 2: Accountability – Pilar 3: Planning for Implementation – Pilar 4: Performance Monitoring & Evaluation PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 36

Pilar 3: Planning for Implementation – Three-Year Rolling Plan (TYRP) – Annual Quarterly Targets (AQT) PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 37

Three-Year Rolling Plan (TYRP) – Prepared by each Court – Based on the Court Specific Goals and KPIs – Target KPIs are determined for each year for a 3 -Year period for each Goal – Prepared annually with one-year rollover – Download the TYRP Template from “PCG Strategic Plan Resources” using the credentials scrolling at the base of the video PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 38

Three-Year Rolling Plan (TYRP) – An Example Code Goals Key Performance Unit Actual PI Indicators (KPI) OG-01 OG-02 Grow the membership of Number of Members the Church by at least Year on Year Growth 10% per annum Rate Congregational TYRP and By 30 th September AQT is submitted to annually District Minister OG-03 Congregational Quarterly Within 14 days of the Report is submitted to end of the quarter District Minister OG-04 Congregational Annual Report is submitted to District Minister PCG Strategic Plan Training - Topic 1. 3: Implementation Plan By 31 st October annually Target PI No. % 2020 150 7. 5% 2021 165 10% 2022 192 10% 2023 211 10% Date 07 -Oct 30 Sep No 4 4 4 4 Date 27 -Oct 31 Oct 11/27/2020 39

Annual Quarterly Target (AQT) – Based on the first year slice of TYRP – Provides, for each Goal – Strategies/Activities – Quarterly Targets for each Strategy – Cost estimate for each Strategy/Activity – The Cost Estimate becomes an input into the Annual Budget of the Court – Download AQT Template from “PCG Strategic Plan Resources” using the credentials scrolling at the base of the video PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 40

Annual Quarterly Target (AQT) Example Committee: Mission & Evangelism Goal: ME-01 KPIs: No souls won % of previous year's membership No 1 2 3 4 5 Strategies Monthly Evangelism School Weekly Prayer Meeting Individual Evangelism Group Events Congregational Event Win souls for Christ CY Target PI 30 20% Q 1 10 pers. 20 pers. CS/WF PCG Strategic Plan Training - Topic 1. 3: Implementation Plan Targets Performance Q 2 Q 3 10 pers. 20 pers. YPG/MF JY/YAF Total Cost Q 4 10 pers. 20 pers. Outreach Annual Cost (GHs) 1, 200 500 2, 000 5, 000 8, 700 11/27/2020 41

Presbyterian Church of Ghana 2020 -2029 Strategic Plan Training Module: 1 Overview of the Strategic Plan Topic 1. 3: The Implementation Plan 1. 3. 4 Pilar 4: Performance Monitoring and Evaluation PCG Strategic Plan Training - Topic 1. 5: Performance Mangement System 11/27/2020 42

The Four Pillars of Implementation are – Pilar 1: Facilitation of Implementation – Pilar 2: Accountability – Pilar 3: Planning for Implementation – Pilar 4: Performance Monitoring & Evaluation PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 43

Performance Monitoring and Evaluation – Quarterly Report (QR) – Annual Report (AR) PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 44

Quarterly Report (QR) – Submitted by AO to MEO after end of Quarter, within – 2 weeks Agents-in-Charge of Congregations – 3 weeks for District Ministers – 4 weeks for Presbytery Chairpersons PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 45

Quarterly Report (QR) – Submitted after Prior Consideration by the Court – For the Congregation, the Session – For the higher Courts, the Councils – The Template can be downloaded from “PCG Strategic Plan Resources” using the credentials scrolling at the base of the video PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 46

Quarterly Report (QR) - Example Year: Quarter: 2020 1 st Quarter Committee: Win souls for Christ Goal: ME-01 KPIs: No of Souls won % of previous year’s membership No Strategies 1 2 3 4 5 Monthly Evangelism School Weekly Prayers Mtg Individual Evangelism Group Events Congregational Event PCG Strategic Plan Training - Topic 1. 3: Implementation Plan Targets Performance 10 pers. 20 pers. CS/WF - Win Souls for Christ CY Target PI 30 20% Actual Performance 15 avg attendance 9 avg attendance 10 persons active Children’s Rally - Actual PI To Date 10 6. 7 % Remarks 2 out of 3 months 10 out of 13 weeks 3 souls were won 7 souls were won 11/27/2020 47

Annual Report (AR) – KPI Report is annexed to the Annual Report – Submitted 1 st to the Court by the Clerk – – Congregation: Session & Forum District: Session Council & Session Presbytery: Session Council & Session General Assembly: Council & GA – Then to the higher Court by the AO – The Template can be downloaded from “PCG Strategic Plan Resources” using the credentials scrolling at the base of the video PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 48

Annual Report (AR) - Example Code OG-01 OG-02 OG-03 OG-04 Overarching Goals - Agent in Charge Goals Key Performance Indicators (KPI) Unit Grow the membership of the Church by at least 10% per annum No. % Actual PI 2020 150 7. 5% Date 07 -Oct 30 -Sep 29 -Sep Number of Members Year on Year Growth Rate Congregational TYRP and By 30 th September AQT is submitted to District annually Minister Congregational Quarterly Within 14 days of the Report is submitted to end of the quarter District Minister Congregational Annual By 31 st October Report is submitted to annually District Minister PCG Strategic Plan Training - Topic 1. 3: Implementation Plan Target Actual PI PI 2021 165 170 10% 13. 3% No. 4 4 4 Date 27 -Oct 31 -Oct 1 -Nov 11/27/2020 49

Exercise – Download “Quiz on Implementation Plan” from “PCG Strategic Plan Resources” – You have 20 minutes to answer the questions – We will take another 20 minutes to review your answers PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 50

Presbyterian Church of Ghana 2020 -2029 Strategic Plan Training Module: 1 Overview of the Strategic Plan Topic 1. 3: The Implementation Plan End PCG Strategic Plan Training - Topic 1. 3: Implementation Plan 11/27/2020 51