Follow the 12-Step Planning Cycle - CAMA Municipal Learning Resource Network

Municipal staff consistently face time constraints that affect how quickly joint committees can move through the cycle. The planning time to establish programs ranges from one to three years. Be patient and don’t rush the process. Small victories eventually lead to big gains and successes.

The following 12 steps in the planning cycle cover the planning and action to promote and set up municipal workplace learning programs.

1. Identify literacy champions and supporters
Literacy champions and supporters are influential people in the corporation or in the community. They will carry the banner for workplace learning. For instance, the mayor of your municipality or a prominent business or media person might be a champion who will keep workplace learning and literacy visible for the council and the community. Gain as many additional supporters as you can among councilors, and business and community leaders.

2. Form a joint committee
With equal representation from union and management, the joint committee is responsible for planning, setting up, communicating about, evaluating, and improving your workplace learning project.

Unionized workers, staff, and managers work together, demonstrating that learning is important for everyone in the corporation. The joint committee is vital for the success and sustainability of your municipal workplace learning programs.

3. Gain commitment
Champions and supporters gain the initial commitment from the corporation and can help to secure funding and interest in workplace learning programs. After setting up the programs, the joint committee keeps workplace learning visible at all levels of the corporation to gain recognition and maintain commitment from council, senior management, and union representatives.

4. Set overall goals and policies
The joint committee decides on the goals, polices, and terms of reference for the process and the overall project. The goals are central in the evaluation strategy to measure progress and success; the policies are the principles of adult learning that will guide the programs; and, the terms of reference set up the procedures for the joint committee process and decision making.

5. Conduct an organizational needs assessment (ONA)
Members of the joint committee conduct an organizational needs assessment (ONA) to get a snapshot of the learning needs, interests, and priorities of all levels of the municipal workforce. The ONA, the first major piece of work for the committee, is an essential step in developing a plan for workplace learning. The ONA raises the visibility of workplace learning and helps the committee gain the support and confidence of the workforce for educational initiatives. In some municipalities, city staff have done the work; in others, the joint committee have obtained external help from the local community college or education consultants.

6. Determine program priorities, goals and an approach
The joint committee uses the information from the organizational needs assessment to determine the priorities for learning. For example, one committee’s goal was to support those who with the greatest needs on the job first. They offered English as Second Language (ESL), math, and basic computer skills based on people’s needs rather than on seniority. Programs are based on principles of adult learning, but vary in the approach such as

7. Develop a communication plan to promote programs
Open, clear, and inclusive communication to employees at all levels of the corporation is vital for success. The joint committee should develop a communication plan to use throughout the planning cycle. The plan will help to raise awareness about workplace learning, promote the organizational needs assessment and the programs, recruit participants, and get feedback.

8. Plan for evaluations
Members of the joint committee focus on evaluation. You develop a strategy for both ongoing and final evaluations before programs begin. With feedback from joint committee members, supervisors, shop stewards, learners, and instructors, you can evaluate the joint process, the programs, and the learning in a collaborative manner. You can collect data on both hard, measurable results of the program (less supervisory time, more candidates for promotion) as well as soft impacts such as a change in values and attitudes toward self and work.

9. Implement programs
Joint committee members examine models for workplace learning. They select a model that suits the culture of the corporation and learner preferences. The committee then

chooses participants for the first session based on priorities

hires instructors or arranges training for peer tutors

schedules

provides resources and support for instructors or tutors.

Throughout this process, the committee keeps the supervisors in the communication loop so they buy into the learning program and follow through on their commitment to support employees who are enrolled.

10. Conduct ongoing evaluations to improve programs
The joint committee follows the steps in their evaluation strategy to carry out a mid-term evaluation and other informal evaluation procedures. This information helps the committee make improvements in the joint process, the overall program, and individual courses in progress. To make this evaluation successful, you have to gain the trust and support of the instructors or peer tutors to accept the findings and aim for continual improvements.

11. Conduct a final evaluation
The final evaluation is the opportunity to review the strengths and weaknesses in the process, the overall program design and the individual courses. A collaborative evaluation involves a variety of stakeholders to

12. Celebrate program results
Recognition and celebration of learning honours the participants and raises the visibility of your workplace learning and literacy program. The joint committee members, literacy champions, and all the supporters celebrate the success of the participants and put learning in the spotlight.


Last Reviewed: Nov. 27, 2006	Return To Top	Content © 2006