AGENDA - Council Workshop - 20210222Town of Aurora
Council Workshop/Education Session
Revised Agenda
Date:Monday, February 22, 2021
Time:7 p.m.
Location:Video Conference
Pages
1.Procedural Notes
This session will be held electronically as per Section 19. i) of the Town's
Procedure By-law No. 6228-19, as amended, due to the COVID-19 situation.
2.Approval of the Agenda
3.Declarations of Pecuniary Interest and General Nature Thereof
4.Consideration of Items Requiring Discussion
4.1.Vision 2031 Integrated Business Planning Process 1
(Presentation to be provided by Martin Stefanczyk, Program Manager,
Corporate Initiatives)
5.Adjournment
Integrated Business Planning Process
Town of Aurora Mayor & Council
Foundational Briefing
Date: February 22, 2021
Presented by: Martin Stefanczyk, Program Manager,
Corporate Initiatives, Dept of Corporate Services
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Town of Aurora Mayor & Council
Foundational Briefing
Executive Summary
Summary
The Integrated Business Planning Process (IBPP) is a collaborative effort by the Town of Aurora’s administrative leadership teams to
align corporate strategy, business planning, automated project evaluation and intelligent decision making to enhance the quality of
budget information moving forward for Council consideration. The February 22, 2021 presentation will provide an overview of the
development process as well as demonstrate the method used by the administration to develop recommendations.
Method
Working in teams composed of senior leadership and management, each team was able to focus and complete enhancements to a
specific IBPP module (Corporate Strategic Plan/Strategic Cascades, Project Intake Application, Evaluation Matrix, Business Reporting).
Further modules are planned to continuously improve the process.
Results
The results of this effort are :
•Improvements in planning and forecasting of project, financial and resource capacity
•Enhancements to coordination and planning across the corporation to make smarter investment decisions and demonstrate
value for tax dollars
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Session OutlineCAO’s Opening Remarks
Integrated Business Planning Process (IBPP)
The IBPP story to date
1
Strategic Cascade
Corporate Strategic Plan
Made in Aurora approach to business planning
2
3
4
5
6
7 CAO’s Closing Remarks
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Integrated Business Planning Process
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Session OutlineCAO’s Opening Remarks
Integrated Business Planning Process (IBPP)
The IBPP story to date
1
Strategic Cascade
Corporate Strategic Plan
Made in Aurora approach to business planning
2
3
4
5
6
7 CAO’s Closing Remarks
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The IBPP story to date……
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Transparency –Accountability –Collision Management –Open Mindedness
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Questions to answer
7
1.Can we develop a clear process that shows a link between strategic priorities and investment decisions?
2.What parts do we have? what parts are missing what do we need to invest our time in?
3.Can we use technology to automate our business planning ?
4.Can we forecast demand on our internal resources (staff/finance) and collaborate with our peers to
ensure better and more coordinated resourcing?
5.Can we prioritize our capital investments through a consistent method and enhance the quality of
information moving forward for Council Budget consideration?
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Collaborative Leadership
8
Team 1
Rachel Robin
Martin Jean-Francois (JF)
Lianne Sara T
Anna R Michael M
Jim T Doug B
Anca
Team 2
David Techa
Martin JF
John Elizabeth
Bill Shawna
Ivy H Anna H
Lianne Alex
Team 3
Al Doug N
Martin JF
Lisa Demetre
Jason Eliza
Phil Michael
Patricia Michelle
Module: Integration Module: Evaluation Matrix Module: Strategic Priorities
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3 Key Process Steps
Made in Aurora Method
2 Corporate Strategic
Plan
Our Why
1 Strategic Cascade
The voice of our citizens and council’s
priorities translated into action
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Strategic Cascade
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Strategic Cascade ?
The voice of our citizens and council translated into action
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Town of Aurora
Vision 2031
Council
Priorities
Corporate
Strategic Plan
KPIs
Dept. Business Plan
Implementation and
Monitoring
Budget Approval
Multi Year Budget
Process*
Voice of our
Citizens
10 Year Capital Plan
Master Plans/StudiesOfficial Plan
Strategic Cascade
The voice of our citizens and council translated into action
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Corporate Strategic Plan (CSP)
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Our Why
Corporate Strategic Plan (CSP)
Strategic Priority Strategic Priority
Statement
Objective(s)
Citizen Experience Develop opportunities for
modernization (i.e self
serve options) to meet
changing needs of
“customers”.
We commit to providing a
positive citizen experience
with each touch point
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Our Why
Corporate Strategic Plan (CSP)
CSP
Projects & InitiativesDelivery of Exceptional Services
Protecting our Environment
Good Governance
Promote Community Safety and Wellness
Development of new cultural experience offerings
To develop easier ways to facilitate two-way,
open communication with the community
To strike a balance between the Town’s
business community and residents needs
Develop and implement a
comprehensive multi-year HR
Plan that sustains and improves a
highly engaged workforce
Our policies will promote and
sustain a vibrant community that
enhances quality of life through
recreation, arts, culture and safety
programs
Investing in our People
Economic Growth
We commit to the provision of
exceptional services to our
citizens that remain consistent
with all defined levels of service
We will build a diversified and
sustainable economy that is
resilient through downturns in the
economy
We will protect our environment
and foster a sustainable future for
current and future generations
We will invest in our people to ensure
they have the knowledge, skills and
abilities to succeed in their roles and
in their careers. We will attract and
retain quality staff and be considered
an employer of choice
We are committed to exercising
good governance that strives to
ensure positive economic and
social outcomes, ensuring the
efficient use of public funds
Targeting growth sectors and attracting
new investment
Maintain the Urban canopy
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Made in Aurora
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Made in Aurora
02
0304
01
Step 3 Project Scoring & Ranking
Evaluate all proposed projects
simultaneously developing a portfolio view
of all projects according to their project
strength scores (PSS)
Step 2 Project Intake
Use the Project Intake Application (PIA) to
obtain detailed information about the next
2/3 years of projects and their strategic
alignment with organizational priorities.
Projects will be reviewed centrally by PMO
gate.
Step 4 Business Intelligence
& Reporting
Develop products to support effective
business planning and business
insights (IBP, Budget, Ad hoc Data
requests)
.
Step 1 Identify Capital Needs
Accomplished through the 10 year
capital plan (FMW process)
Transparency
Accountability
Collision Management
Open Mindedness
Improving our ability to collaborate with purpose
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Project Intake Application (PIA)
Part A
Part B
Section 1: Project Details
Section 2: Strategic Alignment
Section 3: Project Impact Questions
Section 4: Interdivisional Support
Section 5: Project Financial Information
Section 6: Funding Profile
Section 7: Project Timeline
Section 8: Manager Approval
Section 1: Project Owner
Quality, consistent and meaningful project information every time
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How impactful are our
projects?
Service Improvement
Score
30 Points
Project Strength
Score (PSS)
100
Evaluation Matrix
Empowering project conversations at all levels of the organization
Can we realistically accomplish the
project?
Financial Viability
Score
40 Points
Reputational
Management Score
10 Points
Ease of implementation
Score
20 Points
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Business Reporting
Insights and strategic project investment decisions
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Process Demonstration
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What can council expect next from the administration?
•Q1-Q2 2021–Integrated Business Planning Process (IBPP) Updates
•Q2-Q4 2021–Development/Planning of the Key Performance Indicator Module (ELT/CMT Joint Effort)
•Q1-Q2 2022 –IBPP Updates
•KPIs Testing and refinement
•Further integration and coordination across community vision, council priorities and administration
•Q4 2022 -Incoming Council
•Q4 2022-Q2 2023 Council Priority setting (2022-2026) + Multi year budget presented
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CAO Closing Remarks
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Thank you
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Q/A
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