Strategic Portfolio Program Management Update by American Chemical Society

American Chemical Society PEVOP Update PEVOP Subcommittee Society Committee on Budget and Finance 5/28/2020 1

Executive Summary Participate in SPPM: A holistic process designed to transparently manage the strategic addition, ongoing review and potential sun setting of programs within Membership & Society Services, Scientific Advancement, Education and the Office of External Affairs and Communications. See Bylaw III, Sec. 3, e(1)(a) iv, v, vi Committee Responsibility Develop a revised SPPM process, which will focus on a strategic view of the portfolio of programs that are mapped to the Society s strategic goals in conjunction with Society Program EVPs, Society Leadership and staff. PEVOP Responsibility Focus on portfolio-level strategic/ financial discussions Optimize Current SPPM Process Collaborate with the right stakeholders at the right times Build a strategic, efficient, streamlined, impactful SPPM encompassing, collaborative process Revised SPPM Project Goals American Chemical Society 2

Working Group Updates American Chemical Society 3

Working Group I Work Group and Initiative Outcomes Outputs Agreement on QUAD Chart criteria Agreement on evaluation tools Agreement on evaluation process Consider UN Sustainable goals v. Gaps Strategic Mapping 2. Define Strategic Assessment Tools 3. Contemplate Program Coverage, Redundancies, Sunset, Expansions WG I Defined criteria & assessment mechanisms Defined evaluation & feedback process Update: WG 1 met with the EVPs to discuss approach; EVPs will have a rep in future meetings General agreement on strategic level portfolio review; strategic realignment of resources The Four Goals in the ACS Strategic Plan will be the reference points for the Quad Chart Critical Task(s): Determine form & format of principle strategic rebalancing tool Determine the types of information that will be available in the Quad Charts Determine the process to handle funding requests below a critical dollar value (EVPs or PFR or ???) WG I Risks/Resources: Paul Jagodzinski Carol Duane Natalie LaFranzo Marinda Wu Risks: Failure to conceive at a strategic, efficient, impactful level Resource Needs: None American Chemical Society 4

Working Group II Work Group and Initiative Outcomes Outputs Improved SPPM Process SPPM Process timeline (including review of EVP recommendations, submission, review, new programs, pilot periods, feedback schedule) Written communications (e.g., notices, announcements, reports) Detail elements of SPPM Process Agreement on customer management process Understanding of how reimagined SPPM elements aligns with timeline of ACS strategic planning and budgeting decisions Interactions & Flow of Information among & between stakeholders 3. Define Stakeholder Interactions 4. Determine 2021 Sequencing 5. Develop Communication Plan WG II Update: New swimlane version of stakeholder hierarchy and interactions developed (less confusing and more direct) Draft annual timeline for reviews developed (incorporating comments from the last PEVOP telecon); comments from WG II received Critical Task(s): Develop Communication Plan needs better definition Risks/Resources: Risks: None Resource Needs: None WG II Bryan Balazs Chris Bodurow Peter Dorhout Bill Greenlee American Chemical Society 5

Working Group III Work Group and Initiative Outcomes Outputs Defined roles and responsibilities in PF Process Communicate Program Funding Process and tools consistently to a broader audience (e.g., staff, Cog. Comm., new idea generators, etc.) 2021 Integration into SPPM process Standardize/Normalize Program Funding Assessment & Reporting Processes Consider interfaces with other SPPM features to strengthen the PF process Program Funding Requests 6. Process 2020 Funding Requests and Reauthorizations WG III Update: Identified issues with reauthorization process/form and discussed potential solutions recommendation made align the reauthorization form/paperwork with new concept paperwork Obtained paperwork for 1 new PFR and 1 Reauthorization, will focus on evaluation of these for next few weeks Critical Task(s): Evaluate new program funding requests/reauthorizations for 2020 End of May through June - Willem Re-envision the current new program funding process, identify the issues and design a process that solves them Starting now until August - Dana WG III Risks/Resources: Risks: None Resource Needs: None Dana Ferraris Willem Leenstra Bonnie Lawlor Diane Schmidt American Chemical Society 6

Reference Material American Chemical Society 7

Current State Process Map American Chemical Society 8

DRAFT New Concept Process and Program Funding Request NEW CONCEPT PROCESS AND PROGRAM FUNDING PROCESS New Concept Generator (ACS staff/ Conceptualize the idea with staff/ governance/ stakeholders Prepare final program funding request submisson Create program funding request Consider initial PEVOP feeback Have a new idea Consider feedback Yes Revise as appropriate Proceed? Gov.) No No New Concept Generated ACS Staff CEO/CFO/EVP discussion and feedback Submit program to CFO Share with Concept Review Group Concept Review Discuss and provide feedback with preparer Group Review concept PEVOP Recommendation reported to B&F PEVOP advisory review and feedback PEVOP Review Budget and Finance B&F Action to the Board WGIII Recommendation reviewed Determine the information required Oct - Mar Mar-May Jun-Jul Fall National Meeting American Chemical Society 9

DRAFT Budget Approval Process BUDGET APPROVAL PROCESS Budget and Finance Committee B&F Funding Req. Output Make formal recommendation to Board of Directors Recommend action for Board of Director consideration Communicate recommendations to Board of Directors Recommend to Board? B&F Review Yes No Board of Directors review Approve? Approved Budget Board action Action taken Yes Board of Directors No ACS Staff Leadership Present proposed budget to B&F Outcome communicated by Sec. Gen. Counc. Incorporate into Budget Approve with caveat Approve with caveat FALL NATIONAL MEETING Sept/Oct DEC B&F/Board Meeting American Chemical Society 10

Possible Future State Process Map ~A Starting Point~ American Chemical Society 11

DRAFT Possible Future Portfolio Review Process POSSIBLE FUTURE PORTFOLIO REVIEW PROCESS WG1 EVP/WG III WG II WGI Determine the information required ACS Staff/Stakeholders Provide information WGIII WGII Identifying new programs Format for interaction for agenda/ communication Present budget to B&F Develop portfolio items for action Confer portfolio actions to PEVOP Incorporate changes into proposed budget Review information EVP Inform B&F of strategic changes Provide governance interface to discuss strategic changes PEVOP Generated/Updated Dec - Jan Feb - May Jun - Jul Fall National Meeting Sept - Nov Dec Board/B&F Meeting American Chemical Society 12

Update as needed DRAFT Acronyms EVP Society Program Executive Vice Presidents PEVOP Subcommittee on Portfolio Evaluation and Optimization PFR Program Funding Request PFRS Subcommittee on Program Funding Requests (moved into PEVOP 2020) PM Project manager/project management PR Program Review PRS Subcommittee on Program Review (moved into PEVOP 2020) RACI - Responsibility assignment matrix (Responsible | Accountable | Consult | Inform) SPPM Society Program Portfolio Management Process 13

DRAFT Project Structure ACS Leadership Board of Directors B&F Chair Bill Greenlee B&F Leadership PEVOP Leadership Willem Leenstra Carol Duane Tiffany Hoerter Al Ralph Domenick Horvath WG I WG II WG III Subcommittee Leadership EVP Paul Jagodzinski Bryan Balazs Dana Ferraris Flint Lewis Kate Fryer Mary Kirchhoff LaTrease Garrison Carol Duane Natalie LaFranzo Marinda Wu Bill Greenlee Chris Bodurow Peter Dorhout Willem Leenstra Diane Schmidt Bonnie Lawlor Work Groups American Chemical Society 14

DRAFT DRAFT Tiffany to work with Leadership/WG/Ralph to adjust Project Communication Plan Group Type Frequency Owner ACS Leadership Clearly defined communication High level summary ACS Leadership Aug/Dec (Quarterly) Bill Greenlee Detailed Summary Willem Leenstra Carol Duane Aug/Dec B&F Leadership B&F Leadership Project Manager/ Work Group Leaders Working Group Summary Semi-monthly per schedule PEVOP Leadership PEVOP Leadership Working Group: -Scope -Deliverables -Timelines -Resource needs Determined by PM and working group leader. No less than semi-mon. Working Group leaders Project Manager Project Manager Determined by Working group and working group leader no less than semi-mon. Working Group Leader Working Group Leaders Strategy/high level task info Project Team members Free communication within team and as defined working group leaders. Provide details as req. Determined by Working group and working group leader no less than semi-mon. Working Groups Detailed strategy and task level info Working Group American Chemical Society 15