E08 Planning and Policy Development

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E08 Planning and Policy Development
2013-03-16 13:14:14
E08 Planning Policy Development

E08 Planning and Policy Development (John Fay)
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  1. Forces impacting the development of the policy manual are:
    Internally Imposed Sources-influences within the department itself which effect administrative action

    Externally Imposed Sources-unions, government, courts and the community; something outside the agency that influences administrative action
  2. Why do we plan?
    • -To outline the activities (blueprint) necessary to achieve goals
    • -To find out where your department is right now
    • -To anticipate and coordinate necessary resource allocations, schedules, tasks, and other actions for the department to realize its goals.
  3. When "Planning to Plan," you must identify 3 aspects of the organization:

    • S - Structure
    • T - Technology
    • P - People
  4. Effective goals have to be ____________ & _____________.
    Challenging and Realistic
  5. You need a __________ to obtain a goal.
  6. When organizational parts interact to produce a joint effect that is greater than the sum of the parts acting alone, ________ takes place.
  7. Before Supervisors can organize, lead, or control, they must first __________.
  8. Planning does not mean the right decision will be made...Why?
    • -Too many assumptions are made
    • -Tends to be inflexible
    • -Internal resistance to establishing goals
  9. To be effective and efficient as a police planner, the purpose of planning is:
    making sure the department is doing the right thing and doing things right
  10. Some police officials resist the planning process because:
    • -They fear failure
    • -Lack control of the environment
    • -Lack organizational knowledge
  11. Name the Benefits to Planning:
    • 1.  More effective control systems ensures progress and movement in the right direction toward goal achievement
    • 2.  Better coordination of efforts, activities, and responsibilities toward the goals
    • 3.  Focuses on forward thinking (considers resources needed and potential opportunities or threats)
    • 4.  Participatory work environment leads to buy in by the work force (a new chief would want this type of work environment)
  12. Overcoming the Barriers to Planning include:
    • 1. Involve all department members in the decision making
    • 2.  Encourage strategic planning/thinking
    • 3.  Tolerate a diversity of views

    The test question might ask which does not help to overcome barriers (centralized planning; not above bulleted point).

    Another question might be: what are the 3 ways to overcome the barriers to planning.

  13. What are considered "Costs to Planning?"
    • 1.  Management Time-can be heavily invested and be missing other vital areas within the department
    • 2.  Delays to Making Decisions-can be a hindrance due to time; consuming acquisition of information and data.  this can affect a police department's response time
  14. A ____________ is the desired future state that the department is striving to achieve.
  15. The criteria for effective goals include:
    Challenging, but realistic
  16. The mechanisms used to monitor the department's performance relative to its goals and plans.
  17. _______________ broadly describes the basis "business" scope and operations that distinguish it from other departments.

    The Reason for Existence
    The Mission Statement
  18. The planning process starts with a _____________.
    Mission Statement
  19. A Mission Statement focuses on:
    • 1.  Desired type of activities for the department
    • 2.  Customer service
    • 3.  Department values
    • 4.  Department aspirations
    • 5.  Reason for being
    • 6.  Attitude toward co-workers
  20. A Mission Statement influences the formulation of the ____________ & __________ which are developed by top managers.
    Strategic Goals and Strategic Plans
  21. Two Primary Types of Planning:
    • 1.  Strategic Planning
    • 2.  Operational Planning
  22. The process by which the organization obtains strategic goals and tends to affect its long-range planning
    Strategic Planning
  23. ___________ focuses on the day-to-day activities that are necessary to achieve the long term goals
    Operational Planning
  24. ___________ includes the planning and decision making that lead to the establishment of the firm's goals and the development of a specific strategy plan.
    Strategy Formation
  25. ___________ planning focuses on the day-to-day activities that are necessary to achieve long term goals
  26. ______________ commonly referred to as the Standard Operational Procedure (SOP), this plan deals with certain types of events that occur regularly, minimizing the time needed in planning and decision making.
    The Standing Plan
  27. The Standing Plan limits ________ and creates ____________ during regularly occurring tasks or events.
    flexibility  /  consistency
  28. A guide to thinking, a broad statement of the department's guiding principles.
    A Policy
  29. Policy provides ________________.
    Consistency of Actions

    Test question may read..."Policy provides consistency of actions"
  30. Policies must focus on _______ and _____.
    Goals and Plans
  31. Policies must provide __________ to allow officers to utilize their judgement and discretion.
  32. A policy format includes:
    • -Purpose
    • -Policy
    • -Procedures
    • -Definitions
  33. The method of performing or carrying out agency activities; specifies action in a particular situation to perform a task within the guidelines of policy.
    A Procedure
  34. ________ are a series of interrelated sequential steps established for the accomplishment of a task.

    The focus is on "Steps"
  35. A _________ is a managerial mandate or guideline that either requires or prohibits specific behavior.
  36. Rules should...:
    • -Be absolute, short, and direct
    • -Only address behaviors for which right actions are clearly differentiated from wrong actions
    • -Eliminate discretion
  37. 3 Types of Single Use Plans:
    • 1.  Programs
    • 2.  Projects
    • 3.  Budgets
  38. __________ are Single Use Plans that govern a comprehensive set of activities designed to accomplish a particular set of goals
  39. ______________ are Single Use Plans that direct the efforts or individuals or work groups toward the achievement of a specific goal.
  40. ____________specify how financial resources should be allocated.
  41. Single Use Plans typically include ______ and _________
    Programs and Projects
  42. ________ must be mutually agreed upon by the officer and supervisor to create a strong commitment or buy in by the officers
  43. ___________ is a police activity that departments do particularly well in comparison to other police organizations
    Core Competence
  44. ____________ is a performance measurement process throughout the organization that aligns individual goals with the organization's strategic goals
    Balance Scorecard BCS
  45. _____________, often referred to as scenarios (often WORST CASE), define the police department's responses to be taken in case of emergencies or setbacks.
    Contingency Plans
  46. In regards to the Planning Time Horizon, one of the major problems in organizations today is the emphasis on _____________.
    Short Term Results
  47. __________________ is a long term planning process requiring the planner to analyze the current situation in the agency.
    The Strategic Management Process
  48. A useful instrument to use in the Strategic Management Process is ________________.
    SWOT Method

    • S-Strengths
    • W-Weakness
    • O-Opportunities
    • T-Threats
  49. _________ are characteristics of the external environment that possess the potential to help departments achieve or exceed their strategic goals
  50. Some agencies take decentralized planning even farther and involving workers at all levels in the organization in the planning process. 

    This is called?
    PDM - Participative Decision Making
  51. Each written policy should state:
    1. Purpose-the intended/desired result of the policy; the reason why the policy exists

    2. Policy-summarizing the dept.'s position on matters;concise position statements

    3. Definitions-define key terms in the policy

    4. Procedures
  52. Policies should be _______ and ______ in tone.
    Short and Postive
  53. 3 terms which limit officer discretion:
    • Judgmental
    • Discouraging
    • Restrictive/Prohibitive
  54. All policies stem from Mission, Philosophies, ________.
    Goals & Objectives
  55. Policy development addresses _____________ rather than strict control
  56. Policy provides a ____________ by which the department can be held accountable.
    Set of Standards
  57. It is critical that individuals who ultimately must live with the policy be involved in its developments of a _________.
    written policy
  58. External imposed forces stem from _______, _______, ______, _______ which can impose general guides and affect administrative actions.
    Unions, government, courts, community
  59. The three components of the manual which set the tone of the department and provide guidelines from which all succeeding policies and procedures should be derived.
    • 1.  Philosophy
    • 2.  Goals and Objectives
    • 3.  Fundamental Rules of Conduct
  60. ______ from a wide range of staff, other professionals, and citizens is important.
  61. A ___________ provides guiding principles and should flow from the department's statement of philosophy and all procedures.
    Policy manual
  62. The policy manual is regarded as a ____________ and those interested in the administration should bot be denied access to the document
    Public document
  63. The policy manual should contain:
    • 1. Statement of Philosophy
    • 2. Goals and Objectives
    • 3. Rules of Conduct
  64. If an unusual even not covered by policy occurs, officers can use the department's _______ and ______ to proceed.
    Philosophy and Rules of Conduct
  65. The most difficult stage in regard to organizational policy
    The implementation stage
  66. The most telling evidence that a policy was started in response to a critical incident is evidenced by a __________ that lists policies in chronological order.
    Table of Contents
  67. Properly formulated and maintained policy statements provides administrative guidance which can accomplish:
    • -Clarification of directives and mandates
    • -Enhancement of police training
    • -Establishment and clarification of priorities
    • -Enhancement of the community relations

  68. The police functions that are high _____ and high _____ require the most extensive policies, training, and overall guidance.
    high risk and high frequency
  69. For training to be valid, it should include _____ on trained personnel.
  70. The chief must be actively involved because if the need for:
    • -Uniformity of policy statements
    • -Full authority to stand behind policy
    • -Vesting top command with the ultimate responsibility
  71. Factors of Draftsmanship:
    • -Policy statement should be short and positive in tone
    • -Test your policies prior to implementing
    • -The best rules should be absolute, short, and direct
  72. When dealing with SWOT, Strengths and Weaknesses are _______ issues, while Opportunities and threats are _________ issues.
    Internal / external
  73. A department's statement to address cultural diversity is _________.
    a policy
  74. TRUE or FALSE...

    A policy manual is a public document.

    People can be denied access to your policy manual.
  76. Policies focus on ________

    Procedures focus on _________.
    Policies focus on goals and plans

    Procedures focus on specific steps officers should take