Unit Planning Process
Objective
To ensure systematic alignment of unit plans with the institutional Strategic Plan, development of measurable KPIs, and their implementation and periodic monitoring across UMT.
Scope
This SOP applies to all Schools, University Management Offices (UMOs), and relevant stakeholders participating in unit planning, KPI development, and process documentation activities.
Process Flow Diagram:
Process Description
1. Initiation of Unit Planning
• Engage with Schools and UMOs to initiate the development of unit plans aligned with the approved Strategic Plan.
• Distribute standardized templates and guidelines for creating unit plans and defining KPIs.
• Conduct orientation or training sessions to familiarize stakeholders with the unit planning and KPI development framework.
2. Drafting and Refining Unit Plans
• Collaborate with Schools and UMOs to draft initial unit plans and KPIs based on strategic objectives.
• Review draft unit plans to ensure consistency, alignment with strategic goals, and clarity of KPIs.
• Facilitate workshops or one-on-one sessions to refine unit plans and strengthen KPI formulation.
3. Development and Validation of KPIs
• Distribute a standardized KPI framework and provide technical assistance to units in identifying measurable, relevant, and realistic KPIs.
• Collaborate with units to finalize KPIs aligned with institutional objectives.
• Validate KPIs through internal reviews to ensure quality, consistency, and strategic alignment.
4. Submission and Approval
• Compile finalized unit plans and KPIs into a centralized database for institutional reference and monitoring.
• Submit unit plans and KPIs to Senior Leadership (or designated review committee) for formal review and approval.
• Share the approved unit plans and KPIs with all relevant stakeholders for operational implementation.
5. Implementation of Unit Plans
• Assist Schools and UMOs in integrating the approved unit plans and KPIs into their operational activities.
• Provide necessary support and clarification during the initial implementation phase.
• Ensure that each unit communicates the implementation responsibilities to relevant team members.
6. Monitoring and Reporting
• Establish periodic reporting mechanisms (quarterly, bi-annual, or annual) to track the progress of unit plans and KPIs.
• Collect and analyze performance reports from Schools and UMOs.
• Identify deviations, challenges, and achievements based on submitted reports.
7. Continuous Improvement
• Conduct review sessions based on monitoring data to identify improvement opportunities.
• Facilitate revision of unit plans and KPIs where necessary to reflect changes in institutional priorities or operational realities.
• Encourage Schools and UMOs to adopt best practices and share lessons learned for continuous enhancement of the planning process.