Resources and templates
The following resources are provided to support institutional planning activities. For further information on templates and specific guidelines in regards to Monash Planning Framework, please contact the Institutional Planning Team.
Figure 1: Plan development and implementation cycle
Tools to support each stage of the planning process.
Tool / Technique | Purpose / Use | Planning Stage |
Planning Governance | To oversee the planning process to be used to develop and monitor a subsidiary plan and alignment of this plan with other plans in the Institutional Planning Framework. When designing an appropriate governance structure consider:
Consider a single overarching governance to support planning or a tiered structure e.g. for different stages, portfolios, functions or integrated within existing governance for the local area. | Applicable to all stages of the planning cycle; can be applied holistically or individually at one or more stages |
Project Management | To organise all of the tasks that need to be completed, who is responsible, when they need to be completed and by whom. Project Management methodology can be applied in different ways and at different stages of the planning processes and at an aggregate or detailed level, some examples are:
| Applicable to all stages of the planning cycle; can be applied holistically or individually at one or more stages |
Stakeholder Management | To identify stakeholders / stakeholder groups that affect, are affected by or have an interest in the local area to understand who to engage with during the planning process and in what capacity. Apply a Responsibility Assignment Matrix overlay (such as the RACI matrix to categorise involvement of each stakeholder as either Responsible, Accountable, Consulted, Informed), power and interest grid (or similar) to identify and prioritise each stakeholder role in the planning process. This approach is useful to understand how and when to engage with each stakeholder noting their role (and therefore the associated engagement approach) may change throughout the cycle. Consider stakeholders within the overall Planning Framework that may be impacted or have an interest in the plan being developed. | Applicable to all stages of the planning cycle |
Training | To develop and refine skills in planning processes, tools and techniques to use. Can be used by those leading / coordinating the planning, contributing to the planning or making it happen. Learning can be applied in different ways to develop a tailored approach for the local area to use. Implementing the Strategic Plan - A Workshop focused on bringing Strategy to life Strategic Planning Foundations Strategic Thinking Project Management Simplified Project Management Foundations: Small Projects Project Management Project Management Foundations Managing Project Stakeholders | Applicable to all stages of the planning cycle |
Gap Analysis | To assess the gap between:
Outputs can be used as an input to the next stage of the planning cycle. | Assess and Prepare |
SWOT Analysis | To identify strengths, weaknesses, opportunities and threats. Outputs can be used as:
| Assess and Prepare |
Environmental Scan | To understand and assess external and internal environmental trends and potential future risks and issues as a result of these trends. Outputs can be used as an input to the next stage of the planning cycle. | Assess and Prepare |
Core Competencies | To identify individual and team members skills, competencies and expertise that can contribute to achievement of the plan. Outputs can be used as an input to the next stage of the planning cycle. | Assess and Prepare |
Capability and Position, Past Present and Future | Use to collate and theme ideas against time dimension (past, present and future) overlayed with capability and position to visualise what capabilities and competencies have been used previously, currently and what additional capabilities are needed to achieve future outcomes. Outputs can be used as an input to the next stage of the planning cycle. | Assess and Prepare |
Capability / Competency Assessment Tool (CAT) | Use to rate and assess the level of capability / competency to identify areas of weakness / gaps. Example scale that can be modified:
Similar ratings / rankings can be applied to other tools. | Assess and Prepare |
Matrix | Use to record the discussion and outputs from SWOT analysis, Gap Analysis, Environmental Scan, plan initiatives. Provides a visual aid to assist in prioritising and refining. Define the number of elements in the matrix based on how it is being applied. | Assess and Prepare |
Information gathering, refining and sharing
| Various methods to engage widely to collect ideas, identify priorities and initiatives, disseminate information, gather feedback and refine as the plan is developed. Different techniques may be applied at different stages and / or to identified stakeholders / stakeholder groups. Use to engage broadly to support alignment and integration of priorities and initiatives in this plan with other plans in the Planning Framework (vertical and horizontal integration). | Prepare and plan (could also be used as techniques to share plan progress and final outcomes at the Execute and Assess stages) |
Strategy Map | Visual Tool to show the connection between elements in the plan. Can be used in different ways, for example
| Prepare, Plan and Execute |
Mind Map | Visual tool to collate ideas around a single theme or common themes identified. Can be applied in different ways similar those suggested above for strategy map. | Prepare, Plan and Execute |
Balanced Scorecard | Use to monitor achievement of the plan against the performance indicators, communicate progress and identify delays. Scorecard can be defined in different ways to align with the plan. | Plan and Execute |
Technology | Various applications that may be useful to help to organise, store, share and track information, collaborate, communicate etc. May include for example, Jira, Confluence, Trello, DevOps, Miro Board, Excel, Google Drives, Cascade. | Applicable to all stages of the planning cycle |