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DRAFT 9/29/09. EERE 2009/2010 Planning Activities. EERE Idea Summit Inputs : Previous Idea Summits, 2050 Memo, STEP guidance, CCTP Activity : Programs will propose big new ideas for the FY12 budget and will gather to hear feedback from other programs and EERE leadership

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DRAFT 9/29/09

EERE 2009/2010 Planning Activities

EERE Idea Summit

Inputs: Previous Idea Summits, 2050 Memo, STEP guidance, CCTP

Activity: Programs will propose big new ideas for the FY12 budget and will gather to hear feedback from other programs and EERE leadership

Outputs: Idea white papers

Outcomes: Programs begin conducting analysis on new ideas for future budget cycles.

Execution: PBA leads process with participation by programs.

Analysis Summit

Inputs: Idea Summit, Program analysis work

Activity: Programs will gather to discuss the results of the analysis they completed on new ideas presented at the program reviews.

Outputs: Recommendations to programs on whether or not to include their ideas in the FY12 budget.

Outcomes: Programs will be ready to defend new ideas included in their FY12 budget

Execution: PBA leads process with participation by programs.

Budget Summit

Inputs: Budget submissions from programs, analysis summit findings for new ideas

Activity: Presentation of budget priorities and justification to EE-1

Outputs: Completed budget request from EERE

Outcomes: Programs have an opportunity to make the case for their budgets directly to EE-1

Execution: PBA provides logistics and facilitation, programs provide presentations.

Budget Submission to Corporate

Budget Submission to Congress

Budget Submission to CFO

Budget Submission to OMB

2009

2010

Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep

EERE Strategic Plan

Inputs: DOE Plan, Draft EERE Plan, program MYP’s, input from Asst Sec.

Activity: EERE will complete EERE’s strategic plan.

Outputs: Official strategic plan

Outcomes: EERE will have a written plan that programs and others read in order to understand EERE’s direction and the strategies it will employ.

Execution: PDAS with support from SPA/PBA

Strategic Program Reviews

Inputs: Program MYPs, FY11 Budget Overview, 2050 Memo, STEP

Activity: PBA will facilitate a review of the entire portfolio of EERE projects and proposed new ideas.

Outputs: SPR report on each program and summary report on entire EERE portfolio

Outcomes: This information will inform leadership as well as upcoming planning efforts.

Execution: Sam Baldwin leads with participation by programs.

Multi-Year Plan Updates

Inputs: STEP, Strategic Program Reviews, Analysis summit, FY12 budget summit

Activity: EERE programs will complete an updated version of their multi-year program plans

Outputs: Updated MYPs

Outcomes: Programs will have written plans that align their activities with the administration’s direction.

Execution: Programs lead with support from PBA.

EERE Strategic Plan Draft

Inputs: 2050 Memo, CCTP, direct input from Assistant Sec.

Activity: EERE will outline a new strategic plan.

Outputs: Draft plan to inform programs for MYP efforts

Outcomes: EERE programs will have the clear direction they need to align their activities with the President’s agenda and with the rest of EERE.

Execution: PDAS with support from SPA/PBA

DOE Strategic Plan – Anticipated Completion by CFO’s office.

Budget Activity Program Planning Activity

Integration Step Organizational Strategy Activity

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10 Year Planning Schedule

DRAFT 9/29/09

Planning Cycle

Planning Cycle

Planning Cycle

Planning Cycle

Planning Cycle

Planning Cycle

Planning Cycle

Planning Cycle

Planning Cycle

Planning Cycle

2010 2011 2012 2013 2014 2015 2016 2017 2018 2019

The Planning Cycle takes place every year and is facilitated by EERE’s office of Planning Budget and Analysis (PBA). The cycle consists of:

Idea Summit (late Oct/Early Nov): Programs will propose big new ideas for the FY12 budget and will gather to hear questions and feedback on areas of potential analysis from other programs and EERE leadership

Analysis Summit (Mid Feb): Programs will gather to discuss the results of the analysis they completed on new ideas and receive feedback on how to further bolster the case for these ideas and their inclusion in the upcoming budget summit

Budget Summit (March): Presentation of budget priorities and justification to EE-1

Annual Operating Plan

Annual Operating Plan

Annual Operating Plan

Annual Operating Plan

Annual Operating Plan

Annual Operating Plan

Annual Operating Plan

Annual Operating Plan

Annual Operating Plan

Annual Operating Plan

Annual Operating Plans are developed by programs to lay out the specific activities and major contracts/partnerships they will pursue in a given fiscal year. This document is designed to help the program align itself and to provide internal stakeholders (like EERE management and OMB) with information about each program’s intentions for that year.

Multi-Year Plans

Multi-Year Plans

Multi-Year Plans

Multi-Year Plans

Strategic Program Review

Strategic Program Review

Strategic Program Review

Multi-Year Plans are updated every two-to-three years by EERE programs. These plans typically have a five year time frame and are designed to lay out a program’s goals, its key strategies and major milestones. This plan should be written both to communicate to outside groups (such as Congress) and to serve as a planning document for program staff. PBA provides an MYP template, training on developing an MYP, and direct support to programs that are interested.

Strategic Program Reviews are completed every four-to-five years and are an opportunity for EERE leadership to take stock of the direction that EERE programs have been taking. SPRs help EERE determine what, if any, course corrections need to be made in order to better align each program’s activities with EERE’s strategic plan.

EERE Strategic Plan

EERE Strategic Plan

EERE Strategic Plan

The EERE Strategic Plan is updated every four-to-five years by EERE leadership. This document serves to align EERE’s mission with that of the Department of Energy. It also serves as clear, public direction to all EERE programs as to where they should be focusing their efforts.

strategic drivers of organizational planning

Strategic Drivers of Organizational Planning

DRAFT 9/29/09

  • Implement EERE strategy: This process supports the EERE Strategic Technology for Energy Plan (STEP) and the vision of the Assistant Secretary, as put forth in the EERE Strategic Plan.
  • Ensure responsive policymaking: Because EERE enjoys a wider mandate than ever in the past, it must be capable of rapidly deploying new policy directives from the White House, DOE Corporate, and the EERE front office.
  • Optimize resources, workload, and productivity: An integrated approach allows programs to leverage the corporate resources of EERE, thus supporting planning efforts and minimizing planning workload.
  • Ensure integrated strategic planning: Coordination of EERE planning activity is necessary to ensure that multiple simultaneous and distinct planning processes inform each other and shape programming.
  • Avoid surprises: Thinking ahead about planning needs at the EERE-wide and program levels will prevent planning activities from becoming last-minute “fire drills”
  • Avoid overlap: Improve program integration and collaboration to prevent unnecessarily duplicated work.
  • Eliminate waste: Identify and eliminate wasteful spending and the inefficient use of resources.
  • Prevent the “silo effect”: Encourage all programs to work in a more coordinated way toward achieving EERE goals.
benefits of organizational planning elements

DRAFT 9/29/09

  • The Assistant Secretary for Energy Efficiency and Renewable Energy needs an organizational approach that allows for both top down guidance (to align with the President’s goals) and bottom up input (to incorporate critical program milestones). The Office of Planning Budget and Analysis (PBA) has developed a process that keeps EERE aligned with the Administration’s direction, allows for each levels of strategy to inform the next and fosters the development of new ideas.
  • Planning Cycle Benefits:Takes the budget cycle beyond incremental funding of ongoing projects and allows EERE to seek out new an innovative ways to accomplish its mission. Programs have the opportunity to more fully develop each idea before presenting it to management.
    • Idea Summit – Allows idea sponsors to hear directly from their peers with inputs as to what analysis should be done to strengthen their idea.
    • Analysis Summit – Allows programs to present their analysis findings and determine if they have adequately answered the critical questions about their idea and it’s potential impact on EERE goals.
    • Budget Summit – Gives programs a chance to make the case for their proposed budget request directly to EERE management.
  • Annual Operating Plan Benefits: Allows programs to clearly state their intentions for the year and demonstrate how those activities align with their program budget.
  • Strategic Program Review Benefits: Allows EERE to take a periodic look at its portfolio and determine which program elements are no longer well-aligned with its current goals. This process informs both the annual budget process and MYP development.
  • Multi-Year Plan Benefits:Allows programs to scope a longer-term course of action to inform its annual operating plans.
  • EERE Strategic Plan Benefits: Communicates the desired direction of EERE leadership and provides programs with a single source to draw from when developing their MYPs and AOPs. This document can also serve as a guidepost for developing new ideas or evaluating current projects in strategic program reviews.
  • DOE Strategic Plan Benefits:Communicates the desired direction of DOE leadership and provides EERE with a single source to draw from when developing its own strategic plan.

Benefits of Organizational Planning Elements

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DRAFT 9/29/09

Key Timing and Resource Commitments

IMPORTANT UPCOMING DATES:

Mon, Sept 28:Programs select POCs for EERE plans working group

Thurs, Oct 1: First meeting of planning POCs, all office representatives in attendance

PLANNING CYCLE:

Idea Summit Preparation & Attendance:Early Oct to Early Nov: approx. 2 FTE weeks

Oct 1 – Oct 23: Programs draft White Papers proposing big new alternative ideas for the FY12 budget that may not otherwise get enough attention in each program’s section of the FY12 budget request

Fri, Oct 23:Draft White Papers due (only ideas with submitted papers on this day will be addressed at Idea Summit)

Week of Nov 2: Idea Summit – programs present ideas from White Papers and get questions/input from their peers

Analysis Summit Preparation & Attendance: Early Nov to Mid-Feb 2010: approx. 3 FTE weeks

Week of Nov 9:First meeting of each program’s analysis team

Nov – Jan 2010: Two to three additional meetings of each program’s analysis team

Early Feb 2010: Analysis Summit – programs gather to discuss results of analysis they completed on new ideas

Budget Summit & Budget Submission/Revision:March to April 2010: approx. 3 FTE weeks

Late May 2010: Programs and PBA incorporate feedback from Corporate into FY12 budget request; submit to CFO

Early June 2010: Programs and PBA incorporate feedback from CFO into FY12 budget request; submit to OMB

Early Sept 2010: Programs and PBA incorporate feedback from OMB into FY12 budget request; submit to Congress

STRATEGIC PROGRAM REVIEWS (SPR):(full details of SPR effort are still TBD) Early Nov. to Mid Jan 2010: approx. 12 FTE days

Important Dates:

Early Nov: Strategic Program Reviews (SPR) process begins

Nov – Jan 2010: Meetings and discussion with PBA & SPA

Nov – Jan 2010: Drafting and Review of SPR

MULTI-YEAR PLAN (MYP) UPDATES:Early Mar to Mid-May: approx. 3-5 FTE days

Important Dates:

Mar – Mid-May:Drafting Multi-Year Plan updates

Thurs, May 13:Updated Multi-Year Plans submitted to Assistant Secretary

EERE STRATEGIC PLAN:Mid-June to Mid-July: approx. 2 FTE days

MEETINGS WITH PLANS WORKING GROUP: Monthly throughout FY: approx. 2 FTE days