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PROPOSAL TO DEVELOP A

MULTI YEAR STRATEGIC PLAN


FOR CAPE COAST TEACHING
HOSPITAL

SUBMITTED TO

THE MEDICAL DIRECTOR


CAPE COAST TEACHING HOSPITAL
CAPE COAST

FEBRUARY, 2014

Table of Contents
INTRODUCTION / BACKGROUND....................................................................................................................2
OBJECTIVES OF THE STRATEGIC PLAN INTERVENTION IN THE CAPE COAST TEACHING
HOSPITAL...............................................................................................................................................................3
SCOPE OF WORK..................................................................................................................................................3
METHODOLOGY: DESCRIPTION OF THE METHODOLGY AND WORK PLAN FOR PERFORMING
THE ASSIGNMENT...............................................................................................................................................5
VISION...........................................................................................................................................................5
Organizational presence.........................................................................................................................5
GOAL...............................................................................................................................................................5
KEY RESULT AREAS..................................................................................................................................5
Values.................................................................................................................................................................5
Mission...............................................................................................................................................................5
Environmental Analysis...............................................................................................................................5
Strategy Formulation/development of scenarios..............................................................................5
Strategy Management/...............................................................................................................................5
Control mechanism.......................................................................................................................................5
DEFINITION OF KEY STAGES........................................................................................................................5
Overview of Our Approach..................................................................................................................................6
SCHEDULE OF ACTIVITIES................................................................................................................................8
DELIVERY STRATEGIES......................................................................................................................................9
EXPECTED OUTCOMES......................................................................................................................................9
MANAGEMENT PLAN..........................................................................................................................................9
LOGISTIC REQUIREMENT (RESOURCES).....................................................................................................10
BUDGET/FINANCIAL PROPOSAL....................................................................................................................10
AVAILABILITY OF RESOURCES AND EXPERTISE.......................................................................................11

INTRODUCTION / BACKGROUND

he Cape Coast Teaching Hospital has been operating as Regional Hospital for
over 15 years under the leadership of the Ghana Health Service. Currently the
hospital is in the process of weaning itself from the Ghana Health Service to
become a full fledge Teaching Hospital. In order to achieve this there is an

urgent need for Cape Coast Teaching Hospital to develop its own Strategic Plan to help give
clear direction to the new Management of the Teaching Hospital as it is transitioning.
A strategic plan is necessary in helping the leadership of The Hospital to determine its future
and the strategic choices to make. This will involve the process where the hospital will look
into the future, paint a picture of that future based on current trends, and influence the forces
that will affect the hospital. It will involve a step by step process with definite objectives and
end targets that can be implemented and evaluated. The absence of a strategic plan will likely
plunge the hospital into crisis management where it will be caught off guard and may spend
a great deal of time and energy "playing catch ups". Strategic planning will serve a variety of
purposes to Cape Coast Teaching Hospital some of which may include:
1. Clearly defining the role of the Cape Coast Teaching Hospital, establishing realistic goals
and objectives consistent with the mission of the hospital in a defined time frame within
the hospitals capacity for implementation
2. Developing a strategic plan will allow team members to develop a shared base of
knowledge which allows the team to come to consensus on key Organization priorities
and allocates resources based on these priorities.
3. Strategic planning will allow team members to see the big picture and enables them to
lead giving the hospital and the School of Medical Sciences, priorities rather than specific
functional requirements. It is a great way to develop the Management team members,
management capability.
4. Strategic Plan will provide a base from which progress can be measured and establish a
mechanism for informed change when needed.
5. Strategic planning will address opportunities for growth by looking at new prospects,
new services and new ways to delivering existing services and new ways to leverage
existing strategic competencies. As a team you develop a large number of possible

opportunities and cull the list down to the few that have high return and, ideally, lower
risk, in order to getting back on the desired growth path.
6. It will increases productivity from increased efficiency and effectiveness
This proposal presents the technical and financial components of the process involved in
delivering a corporate strategic plan for the Cape Coast Teaching Hospital. The technical
component of the proposal outlines the scope and step-by-step approach we will adopt to
undertake the proposed assignment. The financial component also outlines the estimated cost
of the proposed assignment. The content herein referred is proposed based on our
understanding of the culture of Cape Coast Teaching Hospital. However, they are subject for
your discussion and approval.
OBJECTIVES OF THE STRATEGIC PLAN INTERVENTION IN THE CAPE
COAST TEACHING HOSPITAL
The main objective of this proposal is to suggest to management of Cape Coast Teaching
Hospital to consider workshops to develop a corporate strategic plan for the Hospital.
Specific objectives include but not limited to:
1. Development of a multi-year (e.g. a 5-Year) corporate strategic plan for Cape Coast
Teaching Hospital
2. Training of the planning committee to facilitate effective, efficient and effortless
implementation of the plan.
3. Equip the planning committee with skills and knowledge to conduct periodic reviews of the
plan.
4. Develop sustainable funding strategies for the implementation of the plan and beyond
5. Identify the key issues of the Hospital and their impacts on the development needs of key
stakeholders
6. A launch of corporate strategic plan

SCOPE OF WORK
We shall hold number of meetings which shall be pre-approved by the management of the
Hospital and the planning committee members to facilitate a number of stages of a

comprehensive corporate strategic plan. The scope of the strategic planning intervention for
the Cape Coast Teaching Hospital shall include but not limited to the following:
a. Development / Review of Corporate Vision for Cape Coast Teaching Hospital
b.

Development / Review of the Hospitals Mission Statement

c. General Objective(s) / Organizational Purpose or Goals


d. Environmental Analysis
e. Key Issues to be addressed by the Hospital
f.

Development of the Strategic Objectives

g. Action Plan

Outputs

Summary of Inputs

Resources inventory/Costing of the Plan

h. Implementation Plan and Control Mechanism


i.

Strategic Management and Leadership

j.

Sustainable funding Strategies

k.

Identification and assessment of potential donors. Etc.

We shall facilitate to align all these elements so that they fit together and complement one
another, rather than contradict one another.

The strategic framework shall provide

coherence and clarity to the work of the Hospital.

METHODOLOGY: DESCRIPTION OF THE METHODOLGY AND WORK PLAN


FOR PERFORMING THE ASSIGNMENT
In a diagrammatic form, the process of defining the strategic framework for the Hospital will
look like this:

Strategy Formulation/development of scenarios

VISION

Environmental Analysis

Organizational pres

Strategy Management/
Control mechanism

GOAL
Problem identification

Broad OBJECTIVE

KEY RESULT AREAS

ACTION PLANNING

DEFINITION OF KEY STAGES


Vision

Mission

Value
Organizational
Presence
Broad Objectives /
Goals:
Environmental
Analysis

A Hospitals vision statement presents its strategic intent that focuses the
energies and resources of the hospital on achieving her desirable future.
Simply stated; the mission of the hospital is the unique purpose that sets it apart
from other hospitals of its type and identify the scope of its operations.
We define values as the internal programming that determines what is good and
bad; right or wrong, dos and donts of an organization.
Where are we as an organization? By knowing where we are coming from and
where we are at the moment, we shall be able to strategize to decide where our
future would be.
Every organization has statement(s) of intent. This defines the reason of being of
the organization and therefore the main objectives.
Analysis of the environment (both internal and external) will enable a selection of
appropriate strategies for the achievement of the stated goals. Stakeholders
analysis, SWOT and PESTEL analysis shall be used to analyse the organizational
environment of Cape Coast Teaching Hospital.

Once the SWOT review is complete, the future strategy may be


readily apparent or, as is more likely the case, a series of strategies

Strategy Formulation

or combinations of tactics will suggest themselves. We employ the


SWOT to help identify possible strategies as follows:

Build on strengths

Resolve weaknesses

Exploit opportunities

Overview of Our Approach


Five -phase Approach will be adopted:

DEFINITION OF KEY STAGES


Phase One:

Phase Two:

Phase Three

Preparatory Phase ( Organizational Assessment and Team formation)


Review of Hospital Annual Reports
Interview of staff etc.
Planning Workshop
Interviews
Facilitation
Hands-on exercises by participants
Brainstorming sessions
Group discussions and presentations
Feedback sessions
The Workshop will cover a total of 5 Days. The content of the workshop will be divided
into the following component areas:
1. Concept of Strategic Planning
2. Situational Analysis
External Analysis
Internal Analysis
3. Strategic Planning Stages
Vision Mission Objectives (VMOs)
Strategy formulation
4. Strategy Implementation and evaluation
Implementation Plan
M & E System
5. Workshop evaluation
Participants evaluation

Phase Four:

Validation Meetings with Cape Coast Teaching


1. Hospital Management
2. Strategic Planning Committee
3. Field Visits by facilitators
Preparation of Reports and Planning booklets

Phase Five

Launching of the document

SCHEDULE OF ACTIVITIES
Proposed schedule of activities for the strategic planning exercise for the Cape Coast Teaching
Hospital is as follows:

Date

Description of Activities

Pending your
approval

Pending your
approval

Pending
approval

your

Pending your
approval

Pending your
approval
TOTAL =

Planning and preparatory activities


Desk-top study/review, Organization
Assessment
Design of workshop exercises
Introduction - Organization summary
i.e. type and ownership, location,
management team, personnel,
services offered, etc. include why
you are doing a strategic plan, do a
review on any existing strategic plan.
Methodology how you plan to do
the strategic planning
Conduct a Vision exercise
Conduct a Mission exercise
Goals/Objectives
Values
Environmental scanning
Key issues
Stakeholder analysis
SWOT Analysis
Strategy formulation
Strategic Objectives
Outputs
Partial drafting of report on elements
covered to-date
Drafting of activities to outlined
outputs (by planning committee
members)
Feedback on activities proposed by
planning committee for validation.
Important assumptions
Control mechanism
Resource inventory
Implementation plan
Monitoring & Evaluation Plan
Updating and submission of report

Methodology

Billable Days

Interviews,
observation
and
administration
of
questionnaires,
simulations
and
group discussion
Individual,
pairsums, small group
work and plenary
discussion
Group think
discussion

5 Days

5
Days
(Residential).
This is to
ensure
full
and participation

5 Days

Group
Discussion
and
plenary 3 Days
presentations

Report writing and 2 Days (Nondata verification


Residential)
20 Days

DELIVERY STRATEGIES
The delivery methods will include the following:

Mini Lectures (Lecturettes)

Experience Sharing

Exercises and Presentations

Brainstorming and Collection of Ideas

Plenary Discussions

The focus of these activities will be on the individuals, groups and the whole learning
community. Programme methodology will be participatory and interactive, with the learning
responsibility lying with the participants.
Five (5) days have been proposed as the duration for the planning workshop. Other nonresidential meetings shall be held with the planning committee to fine tune the planning
document. Again, it is proposed that after each days sessions a reflection exercise will be
conducted to help evaluate the delivery and feed into subsequent sessions. At the end of the
programme, workshop evaluation will be carried out to assess the effect of the programme.
EXPECTED OUTCOMES
The proposed assignment is a dual-purpose intervention which seeks to achieve the following key
outcomes among other things.
1. Develop a comprehensive Corporate Strategic Plan (CSP) for Cape Coast Teaching Hospital
2. Train the participants to facilitate the implementation and future review of the Corporate Strategic
Plan.
3. Produce a number of the Corporate Strategic Plan document of the Hospital and distribute them
to key stakeholders.
4. Prepare Cape Coast Teaching Hospital to launch the strategic plan.

MANAGEMENT PLAN
To effectively facilitate the conduct of the proposed assignment from preparation through
launching of the finished document, a management team shall be constituted. It is proposed
that the team be automatic members of the planning committee. That way, their roles will
continue even after the launching by providing directions and coaching during the
implementation and future review of the plan.

LOGISTIC REQUIREMENT (RESOURCES)


The following materials will be required to enable a smooth and effective conduct of the
proposed intervention.

Flip Chart: 5 bundles

A-4 Paper: 10 Reams

Markers: 3 Packets (Permanent)

Masking Tape: 2

Accommodation and Feeding for Facilitators during the Organization Assessment,


Strategic Planning Workshop and Validation Workshop.

Transport and Travelling for Facilitators during the Organization Assessment,


Strategic Planning Workshop and Validation Workshop

Accommodation and Feeding of participants during the Workshop and the Validation

Computers/Laptops, LCD Projector and a Printer

Printing Cost of 200 copies of the Strategic Plan

The Hospital is expected to budget for the above items and make necessary
arrangements for the successful execution of the designed intervention to transit the
hospital smoothly.
AVAILABILITY OF RESOURCES AND EXPERTISE
In order to successfully develop the Strategic Plan, relevant skills and staff with competencies
will be gathered under a workshop condition to brainstorm on the future desired state of the
hospital. The above resources will also be needed to help execute the Strategic Planning
Development.

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