Objective
To develop, align, and finalize UMT’s Strategic Plan through a structured, consultative, and leadership-driven process.
Scope
This SOP applies to the Office of the President, Senior Leadership, and all relevant offices and stakeholders involved in the strategic planning process.
Process Flow Diagram:
Process Description
1. Initiate Strategic Planning
• A Strategic Planning Committee is formed to manage and oversee the planning process.
• The scope, objectives, deliverables, and timeline for the strategic planning process are clearly defined.
• A review of previous strategic plans, reports, and key performance indicators (KPIs) is conducted to identify lessons learned and areas for improvement.
2. Conduct Environmental Scanning
• An environmental scanning exercise is carried out to assess internal strengths and weaknesses.
• External opportunities and threats are analyzed using tools such as SWOT analysis, PESTLE analysis, and benchmarking.
• Key findings from the environmental scan are documented for use in planning.
3. Engage in Stakeholder Consultation
• Consultations are held with internal and external stakeholders to gather feedback on UMT’s vision, mission, values, and strategic priorities.
• Stakeholder feedback is systematically documented to ensure it is incorporated into the planning process.
4. Organize Planning Workshops
• Strategic planning workshops are conducted with Senior Leadership and other key stakeholders.
• Discussions focus on refining the vision, mission, values, and broad strategic directions of the university.
• Outcomes of the workshops, including decisions and action items, are properly recorded.
5. Identify Strategic Themes and Goals
• Based on the stakeholder consultations and workshop outcomes, strategic themes and goals are identified and finalized.
• Key performance indicators (KPIs) aligned with the strategic goals are also developed to track future progress.
6. Draft the Strategic Plan
• A draft of the strategic plan is prepared by consolidating inputs from environmental scanning, consultations, and planning workshops.
• The draft is circulated among Senior Leadership for preliminary review and feedback.
7. Review and Approve the Strategic Plan
• The draft strategic plan is formally presented to Senior Leadership for detailed review and discussion.
• Feedback received is incorporated, and necessary revisions are made before the final approval of the strategic plan.
8. Disseminate the Strategic Plan
• The approved strategic plan is disseminated to all relevant stakeholders through appropriate internal and external communication channels.
• Efforts are made to ensure that the strategic plan is accessible and clearly understood across the university.
9. Implement and Monitor the Strategic Plan
• The strategic plan is implemented through operational activities and defined action plans within various departments and units.
• Progress on implementation is continuously monitored, and bi-weekly or periodic reports are submitted to Senior Leadership.
10. Conduct Annual Review and Update
• An annual review of the strategic themes, goals, and KPIs is conducted to assess their relevance and effectiveness.
• Based on the review, updates or adjustments to the strategic plan are made to ensure alignment with evolving institutional needs and the external environment.
11. Archive Strategic Planning Documents
• All documents related to the strategic planning process, including meeting notes, feedback records, draft versions, and the final approved plan, are archived securely.
• Archived materials are maintained in an accessible repository for future reference and institutional learning.