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A G O O D P R A C T I C E G U I D E F O R S P O R T I N G O R G A N I S AT I O N S
This work is copyright. Apart from any uses as permitted under the Copyright Act
1968, no part of this publication may be reproduced by any process without written
permission from the Australian Sports Commission. Requests and enquiries
concerning reproduction should be addressed to:
The Manager
Business Development
Australian Sports Commission
PO Box 176
BELCONNEN ACT 2616
Email: copyright@ausport.gov.au
The strength of Australia’s sports system over the years is in no small way
due to the strategic approach and planning processes being practised by
national sporting organisations. However, increased demands are being
placed on these organisations to remain effective in both achieving
international success and meeting the day-to-day priorities of sustained/
increased participation and integrity.
Mark A Peters
Chief Executive Officer
Australian Sports Commission
Acknowledgments
This guide has been written and prepared by Sean Scott from the Australian Sports Commission’s
Innovation and Best Practice section. Particular thanks must go to those involved in previous planning
guides prepared for the Australian Sports Commission and to members of the review group including
Don Cameron, Sophie Keil, Sue Bacon, Colleen Reeves, Geoff Howes, Elliot Zwangobani, Stephen Fox
and Phil Borgeaud.
In addition thanks are due to the following individuals who generously devoted time and effort to
provide feedback and comments on early drafts:
• Australian Sports Commission: Nicole Goodman, Andrew Collins, Paul Grogan, Robert Bennett,
Jasmine Hirst, Tony Wynd, Ariane de Rooy, Renee O’Callaghan and Debbie Simms
• national sporting organisations: Glenn Tasker and Brendan Lynch (Swimming), Phil Jones (Yachting),
Norman Fry (Squash), Bob Mouatt (Orienteering), Andrew Dee (Rowing) and Susan Crow (Softball)
• state departments of sport and recreation: Michael Schetter (SA), Robert Moore (Qld) and
Phillip Wheelwright (Vic).
FOREWORD iii
ACKNOWLEDGMENTS iv
INTRODUCTION 1
KEY MESSAGES 1
LINKAGES BETWEEN THE STRATEGIC AND COSTED OPERATIONAL PLANS 2
EXAMPLE PLANS 22
PRE-PLAN POSITION 22
EXAMPLE STRATEGIC PLAN 30
COMMENTS ON THE EXAMPLES 40
EXAMPLE FULLY COSTED OPERATIONAL PLAN 41
COMMENTS ON THE EXAMPLES 57
SUMMARY 58
FURTHER INFORMATION 58
USEFUL WEB SITES 58
GLOSSARY 59
REFERENCES 61
Introduction
The Australian Sports Commission sees effective planning processes as being a key component
of a strong national sports system. Effective planning is an integral part of the management and
coordination of a sporting organisation’s activities. Whether national, state or local, sporting
organisations need to plan in order to survive, improve and grow. Put simply, planning is like
developing a road map for the organisation: it helps the organisation to see where it is going and
how to get there.
It is not unusual to have a number of different levels or types of plans for an organisation. Strategic
plans generally set out the broad directions of the organisation over a relatively long time frame
(often three to five years). They are organisation-wide, establish overall objectives and position an
organisation in relation to the environment in which it operates. Operational plans, on the other hand,
specify details of how overall objectives are to be achieved.
The purpose of this guide is to assist sporting organisations develop better plans at both a strategic
and operational level and the links organisations should consider when reporting on plans through an
annual review and/or annual report (Figure 1). This guide explains the value of good plans, the
planning process, the format of a good plan (including examples aimed at assisting sporting
organisations) and how to implement and review effective plans.
The key messages the Australian Sports Commission feels are important for the development of good
plans, include:
Key Messages
• Achievable plans: Development of realistic planning documents that define achievable
strategic priorities for the sport.
• Effective analysis: Strategic priorities are based on a thorough analysis of the sport’s
internal strengths/weaknesses, external opportunities/threats and a review of the success
of previous plans.
• Fully costed: Plans are fully costed and a true reflection of the sport’s capacity to deliver.
• Whole of sport: The strategic plan incorporates a range of strategies aimed at impacting on
the whole sport from international to grassroots level.
• Stakeholder buy-in: Planning processes are inclusive and promote buy-in from key
stakeholders such as state associations.
• Implementation: The roles and responsibilities of who, how, when and where the plan will be
implemented are clearly defined and agreed to by the relevant delivery partners.
Figure 1
Strategic Plan
Long-term objectives,
strategic priorities
What is planning?
There are numerous definitions of planning. A simple approach is to suggest that planning is ‘a
process of setting objectives and deciding how to accomplish them’ (Schermerhorn, J [1996]
Management, 5th edn. New York: John Wiley). While many definitions are more comprehensive than
this, most tend to share a number of common elements, which suggest that the planning process:
• is forward thinking
• involves decision making
• is goal oriented
• is systematic.
Planning is a primary function of management. Because plans set the basis for leadership,
organisational structure and evaluation, it is important to establish a sound planning foundation. Such
an approach depends on the organisation’s view of sport and its role in the community. This view or
philosophy can often be ascertained by examining the overall goals and purpose of the organisation.
Without adequate planning, the organisation frequently deals only with immediate problems and fails
to consider future needs. Consequently, the organisation:
• tends to function on a random ad hoc basis
• will never seem to have time to anticipate tomorrow’s problems
• does not create conditions to deal effectively with the future.
• high performance
• sport development
• marketing/communication
• risk management
• disability.
These different types of plans vary in comprehensiveness and scope. For example the strategic plan
may focus on the broad direction over a four-year period (‘are we doing the right things’) whereas
operational plans focus on implemented issues for the current year, while a supplementary plan may
include elements of both a strategic and operational plan. Figure 2 indicates the links between a
supplementary plan and the organisation’s strategic and fully costed operational plan.
Figure 2
Program/ Supplementary
project level plans
These plans should guide the content of a sport’s annual review and annual report, as these
documents should provide the means by which a sport reports its progress against its plan. It should
be easy to identify the links between the strategies and performance measures outlined in both the
strategic and operational plans.
A good plan should become a living document that the management of the organisation embed into
both the day-to-day running of the organisation and the overall governance.
Often at the heart of this issue is confusion about the roles of, and the interaction between, facts and
intuition (or ‘gut’ feelings) in the planning process. Planning is not an exact science; judgment and
intuition can play significant roles. They are particularly important in situations that involve a high level
of uncertainty, little precedent and a number of equally plausible alternatives from which to choose.
However, using gut feelings should be balanced against what is indicated by the facts and data.
And using intuition should not become an excuse for ‘management by ignorance’ (David, FR [1997]
Concepts of Strategic Management, 6th edn. London: Prentice Hall).
There are also some myths about planning that may inhibit some organisations from getting involved.
For example, many people feel that if the plan does not succeed then they have wasted their time.
However, the actual process of plan development can help the organisation to better understand its
external environment and internal procedures. This enhanced understanding is then likely to result in
more effective decisions in the future. There is also a widespread perception that planning can
eliminate change. This is of course impossible, but planning can help organisations to cope with
change and understand how change is impacting on it.
An organisation may produce separate documents for strategic, operational and supplementary
plans for presentation purposes. It is important to recognise that the organisation in fact, should
have one planning process to achieve a common strategic direction. The four step planning process
described in this guide is based on developing a common strategic direction for the organisation and
providing an indication of the role of the strategic plan versus the operational plan.
The planning process should be seen as a continual process rather than compiling documents that
once finished remain on the shelf untouched. The organisation’s strategic and operational plans
should be documents that are referred to regularly, and reviewed and changed at various times in the
future as internal and external influences change and various objectives are achieved. Figure 3 shows
the role of the four steps in formulating the strategic versus the operational plan.
Figure 3
So although strategic plans may be developed for four or more years, and operational plans for one
year, Figure 3 clearly indicates the cyclical nature of planning. The strategic and operational plans
are documents that should be evaluated regularly against each other to ensure they remain relevant to
the organisation. For example, the annual review of the operational plan may determine that some
of the strategic priorities in the strategic plan need to be modified to enable the organisation to be
responsive to change. Good plans are dynamic by nature and not etched in stone, as a lot can change
in four years.
Therefore, the annual review of the operational plan should feed back into the strategy formulation on
an annual basis, rather than once every four years, to ensure the strategic priorities for the
organisation are current, and to check if modification is required. This is why the process is described
as one process rather than separate processes for the organisation’s strategic plan versus the
operational plan.
Figure 4 represents an overall planning process and aims to help develop and review the
organisation’s planning documents as one plan.
Costed
operational
Develop the fully costed operational plan
planning level
and any supplementary plans
The review should include a financial summary for the previous year which shows the income and
expenditure items and an indication of actual financial performance against projected budgets for the
previous 12-month operational planning period. This review, which is based on the annual projected
operating budget, will assist the organisation in its financial planning for the coming year.
This review of the operational plan is not the same as an annual report. The review relates specifically
to the operational plan, and should be tightly presented to limit itself to this function. The annual
report and audited statements may cover some of the same points but their scope will be wider and
the context broader. The annual report and audited statements should be seen as complementary
and consistent with the annual audit and analysis of the previous year’s operational plan.
Figure 5
External forces
• Government and
political External
• Legal Compared to an Opportunities
• Technological organisation’s
and
• Social and ethical threats
• Commercial
• Environmental
There is a wide range of published and unpublished sources of external information available to
organisations. Some of the unpublished sources include presentations at various industry workshops
and conferences, while published sources may include government documents, journals, reports and
books. The internet has made it easier for organisations to gather and review this information. Further
information on suggested web sites can be found at the back of this guide.
Figure 6
Internal forces
• Finance
• Governance and
management
• Marketing and
communications
• Services and
Internal
support to
membership Compared to an Strengths
• Coaching, organisation’s
and
officiating and weaknesses
volunteers
• Participation
programs
• High performance
• Events/
competitions
• Facilities
A good source of information to review the internal forces listed above should be the organisation’s
annual report, which would normally be a result of the evaluation stage of the planning process.
It should be noted that the matching stage may help to formulate strategy, but the capacity and
priorities of the organisation should always be considered when making decisions on which strategies
are realistic for the organisation to implement.
Pathway analysis
Another tool to help analyse the needs of a sporting organisation is to understand the sport’s
pathways. A pathway is a term used to describe the logical progression of athletes, coaches, officials
or administrators through a development system. To be effective a sporting organisation needs to
have a good understanding of its pathways for athletes, coaches, officials and administrators to
ensure it has capacity to deliver the basic elements at all levels of the organisation. Traditionally
pathways have been represented diagrammatically as a pyramid, but a good pathway diagram will
provide a clear indication of the stages of development, the people responsible for each stage and
the services or support required.
The planning process itself, especially involving stakeholders, is just as important as the actual plan
that results from the process. Without being involved, members may not have a sense of ownership
and commitment to the plan and could feel that something has been imposed on them. This type of
situation makes successful implementation difficult.
An inclusive process that assists with the promotion of buy-in will include the
following:
• Preparing the ground before asking for contribution; do not expect that people can contribute
when it suits you or when your organisation has not had previous contact with individuals or
organisations
• Developing long-term relationships with key stakeholders and partner organisations
• Providing honest descriptions of the role of those you are consulting with — if you are just
seeking comments make that clear; do not imply those you are consulting with have the
power to make final decisions if they do not
• Providing feedback to those you consult with
• Providing information in the formats preferred by participants
• Ensuring that participants have time to access information; don’t provide background
information one or two days before a meeting, allow at least a week
• Ensuring the group is provided with an experienced facilitator if you are using focus groups;
• Allowing a reasonable time for key stakeholders and partner organisations to consult with
their members if this is one of your consultation strategies. Ensure reasonable time is
provided for organisations to consult stakeholders and develop submissions
Planning workshops
Because stakeholder buy-in is such a critical factor in the success of a plan’s development and
implementation, using planning workshops can be a very effective means of facilitating the necessary
involvement. Because the organisation was established to help the members, it seems appropriate to
get them involved in deciding how it should develop in the future. Many organisations have used this
method of planning and have found it very effective. The steps represented in Figure 4 are further
elaborated in the planning workshop approach outlined in the appendixes.
A mission statement is a brief description of a sporting organisation’s purpose and identifies the
scope of what the organisation does. For example a mission statement may be ‘Our mission is to
develop and deliver effective services and support to our stakeholders’. It is important that whatever
vision and mission is developed, it reflects the aspirations of the stakeholders.
Values
The values of a sporting organisation will help identify the working relationships between employees,
volunteers and key stakeholders such as state associations, clubs and commercial partners of the
organisation. In essence this may help to establish or identify the culture of the organisation. It is
somewhat of an art to uncover the culture that is buried within a sporting organisation’s results,
history, leaders and practices, as culture can represent both strength and a weakness. Culture is
an area of an organisation that can no longer be taken for granted as culture and management must
work together.
The key result areas (KRAs) will describe how the sporting organisation hopes to achieve its long-term
objectives and strategic priorities. The above list of categories can be refined into a more succinct list
of KRAs with the majority of the above listed categories being picked up as sub-points. Therefore an
example list of KRAs may look something like:
• Management
• High performance
• Sport development
• Competition.
The organisation should then identify in each KRA its long-term objective and the relevant categories.
For example high performance could include the following categories:
• National team
• National training centres
• Talent identification
• Sports science and medicine
• Athlete career and education
• Direct athlete support
• Coach development
• Official development.
Areas such as coaching and officiating can fall under one or more KRAs. This should not be a concern
as the context will change according the desired outcomes of the KRA.
To provide a reason why the long-term objective is important to the sport, a rationale may provide
some useful background.
Specific Write objectives simply and describe exactly what will be accomplished
when each objective is achieved
Achievable Expect to achieve the objective and do not set objectives too high or
make them unrealistic.
Related to the vision The objectives must relate to the vision of your organisation.
Time bound Each objective must have an achieve-by date. A deadline is a great
motivator for achieving objectives.
Strategic priorities
Strategic priorities should be focused on the future goals of the sport, for example if a long-term
objective is ‘To increase the number of junior participants in the sport’, then the strategic priority to
help achieve this may be ‘To develop and implement a modified game that assists junior development
officers involve primary school age children in the sport’.
When writing strategies an organisation should describe what it aims to accomplish by using ‘doing’
verbs to start the strategy such as: foster, develop, provide, prepare, produce, organise, perform,
nurture, support, explore, promote, advance, build, introduce, deliver, adopt, sustain and build.
The formulation of the organisation’s strategic priorities should address the following key questions:
■ Do the strategies address the internal strengths/weaknesses and external
opportunities/threats?
■ Are they actionable?
■ Are they building on the successes of the previous plan?
■ Do they enable the organisation to achieve its long-term objectives and
performance indicators?
■ Does the sport have the capacity (resources, skills) to achieve them?
■ Will key stakeholders support them (buy-in)?
■ Will they provide a competitive advantage for the sport?
Short-term priorities
A short-term priority for the purposes of this planning guide is an annual objective, but expressed in
priority order within a 12-month timeframe. The parameters for developing a short-term priority are
still similar to a long-term objective in terms of being SMART. They should be derived from the
long-term objectives and KRAs. However, they should be established at an operational level that
outlines what action is required, who is responsible, when it is to be achieved, what resources are
required and what are the annual performance targets.
Financial plan
Long-term objectives to develop the organisation will have an obvious impact on its future financial
performance. The financial plan should outline finances required to manage the organisation, deliver
programs and provide services for the coming 12-month period. A financial plan requires careful
attention, as it can become quite complex.
A monthly cash flow budget estimates the monthly income and expenditure for the next 12 months,
and if completed in enough detail, will be a sound guide to monitor actual cash flow as the year
unfolds. When calculating your organisation’s cash flow, be careful to incorporate any changes that will
occur during the planning period within the operational plan.
Most banks will ask small businesses to provide a projected cash flow so they can monitor progress
against a bank statement. A sound financial monitoring system is one where the organisation closely
monitors actual cash flow against estimated cash flow on a monthly basis.
It is used to measure the financial impact of both expenditure and income that is expected over the
coming 12-month period. Therefore it is important to take into consideration all legitimate income and
a worst case expenditure to ensure both unrealistic expectations are not projected and allowances are
made for extra-ordinary expenses which may occur into the future. Once the budget is completed the
organisation should also consider the ‘what if’ scenarios to gain an estimate of the impact that
changes to income and expenditure may have.
Implementation framework
Figure 7 indicates from a management perspective the key elements that a sporting organisation will
need to address if they are to make the transition from strategy formation to implementation.
Figure 7
Communication Resource
Governance
allocation
The organisation may wish to include an implementation framework as part of their planning
documents to assist with implementation. This could be expressed in table form as outlined below:
Implementation framework
Adoption (sign-off)
Of particular significance is the ability of the sporting organisation to gain sign-off from its member
associations (for example state sporting organisations) for the sports planning documents. Situations
commonly arise where national objectives and programs are not achieved due to problems between
the national and state organisations. By having a truly national plan that is formally adopted by the
national and state organisations for the sport, the ability of the sport to overcome or even prevent
some of the historical problems may be reduced.
One measure of success as to whether the national plan has truly been endorsed and agreed to by
the member organisations would be the reflection of national objectives and programs within the state
sporting organisation’s planning documents. The process of gaining sign-off could be achieved at an
annual general meeting or by having state organisations sign an execution page.
The first steps to achieving this level of agreement must begin with the formulation of the plan through
an inclusive approach with key stakeholders. This gives the sport every chance of developing a ‘whole
of sport’ direction for the future and a more effective use of limited resources.
This section looks at activities commonly grouped under the heading ‘Evaluation’. This includes
monitoring, evaluation and review.
For plans to remain effective, the organisation will need to review and amend it regularly. This requires
processes that ensure that the plans remain a dynamic working tool for the organisation.
One of the common problems experienced is the tendency to review whether or not the strategies
have been done, rather than reviewing whether or not doing the strategies achieved the desired
strategic shift and had a positive impact on the organisation.
Some key questions an organisation should ask itself when undertaking evaluation
processes are:
■ Have any major changes occurred with the organisation’s internal position?
■ Have any major changes occurred with the organisation’s external position?
■ Is the organisation progressing satisfactorily towards achieving its objectives?
Monitoring, evaluation and review strategies need to be planned during the development process,
rather than as an afterthought. The use of benchmarking represents one way of testing the
effectiveness of the plans.
Benchmarking
Another way of measuring the organisation’s performance is with benchmarks. The term ‘benchmarking’
generally refers to the process of comparing various levels of an organisation’s performance with some
standard. The aim of good benchmarking is to provide insights and information for managers to assess
current or recent performances so decisions about how to improve performance can be evidence based.
For sporting organisations benchmarks can equate to the key performance indicators within their
strategic plan, the operational targets within their operational plan, or be based on an industry standard
in areas such as risk management and member protection.
Benchmarking is therefore a valuable tool for comparisons and a very logical step for setting objective
targets and enhancing performance measurement. It essentially provides a method of reporting
performance that can often be the first step in creating the recognition that change and improvement
is required.
The format for presenting planning documents should be determined with the following principles in mind:
In summary it should be logical, comprehensive, readable, manageable, relevant and useful. While the
suggested format and examples outlined in this manual may meet all these requirements, it is not the
only format that will work nor is it claimed to be necessarily the best format for all organisations.
Organisations that wish to follow the format should do so critically, assessing whether it should be
simplified, expanded or otherwise modified. Organisations that already have planning documents may
wish to recast them in this format or alternatively use ideas from this format to modify their
established documents. The format is of secondary importance to the actual process of preparing and
using a properly thought out plan.
The key result areas and categories listed in the format information and example plans can be used to
stimulate ideas but should not be followed blindly. It is much better for an organisation preparing a
plan to think through such points itself from first principles. The suggested format for the pre-plan
position, strategic and fully costed operational plan is based on the following components as a
minimum requirement.
Pre-plan position
A pre-plan position is a review and evaluation of the previous operational and strategic plans that
should form the basis of an organisation’s annual review and annual report. A pre-plan position should
include the following elements:
• introduction stating background to the sport
• scope of the plan
• staffing structure
• internal and external analysis
• pathway information
• review of previous year’s operational plan
• financial summary of actual versus budgeted costs
• review of results against key performance indicators.
Strategic plan
A strategic plan is a document that is designed to give the sporting organisation some direction over a
desired period (for example four years). Strategic planning is the formulation of strategy to assist
management in planning to take advantage of long-range organisational goals. In general a strategic
plan incorporates the following areas:
• vision, mission and values
• key stakeholders
• key result areas
• long-term objectives and rationale
• strategic priorities
• key performance indicators
• multi-year summary of strategic priorities
• implementation framework.
Details on how to express these elements in a planning format are outlined in the example costed
operational plan.
Example plans
In this section, examples are presented of a hypothetical strategic and costed operational plan for the
national sporting organisation controlling a hypothetical sport, the Anysport Association of Australia
Inc. This example illustrates the important features of strategic and costed operational plans for a
national sporting organisation. For editorial reasons no specific dates have been given in this example
and terms such as year 2 or last year have been used instead. In a real plan it is preferable to specify
the actual years.
Pre-plan position
Anysport Association of Australia was formed in 1981 and has since enjoyed rapid growth throughout
the country. Its growing popularity is attributed to the fact that it can be enjoyed by elite competitors
and grassroots participants and has a strong social component which is enjoyed by male, female and
mixed teams. It is suitable for people of all ages from seven upwards and enjoys popular support in all
states and territories. The main feature on the national calendar is an interstate competition involving
all states and territories, which is rotated among all affiliated states and territories from year to year.
The national women’s program has gone from strength to strength with a number of junior world
champions and strong international rankings for the senior members. The men’s program is becoming
more competitive with a number of promising junior competitors coming through and improvements by
all senior competitors in their international rankings. As a country the Anysport Association of
Australia has maintained a top-five ranking for the previous four-year period.
Accreditation programs for coaches and officials are operating effectively at all levels and are
producing coaches and officials of the highest standard. However, plans are underway to improve the
recruitment and retention of coaches and officials at all levels, as numbers are falling away,
particularly in the volunteers who support local club competition.
Anysport is a particularly spectacular sport to watch and has witnessed the development a number of
additional disciplines, due to the street active culture of young Australians. Anysport has a current
membership of over 11,000 registered participants, but Australian Bureau of Statistic figures suggest
over 100,000 young Australians enjoy activities that reflect the evolving street culture of Anysport.
As a consequence Anysport has entered in a partnership with its state associations to provide a
modified version of Anysport aimed at encouraging young Australians to become registered members
and help strengthen local clubs.
The Anysport Association of Australia and its state associations at its annual general meeting on
1 October last year agreed to the four-year strategic plan. The plan is presented based on the
following key result areas (KRAs) and the categories as summarised below:
Within each key result area Anysport has identified its long-term objectives and strategic priorities for
the next four years.
The long-term objectives for Anysport to address the key result areas will be:
1. To ensure Anysport strives for effective management to provide a sustainable organisation.
2. To foster the success of Australian athletes at an international level.
3. To grow the participation and interest in Anysport through a range of strong development
programs, that are agreed to and implemented in partnership with the sport’s state associations
and member clubs.
4. To provide a vibrant international events and domestic competition program.
The rationale behind these objectives was identified through the internal and external analysis (TOWS
matrix). The key performance indicators by which the success of Anysport in implementing the plan
will be measured are outlined in the strategic plan.
Staffing structure
The staffing structure outlined on the following page provides an indication of the paid, part-time
and voluntary, positions within Anysport who are responsible for the coordination and delivery of
Anysport’s annual operational plan.
Board
CEO
(F/T)
Scholarship Coach
(F/T)
Scholarship Official
(F/T)
A key part of the reality check is for Anysport to understand its athlete pathway to ensure appropriate
resources and support are provided to the sport’s athletes competing in the various levels of
competition on offer. This is outlined in Anysport’s athlete pathway diagram.
Risk assessment
Anysport has undertaken a brief risk assessment to complement the TOWS matrix to assist its review
process and the formulation of strategy.
National
Club and
Targeted State Talent ID Youth squad National World
community
programs teams SIS/SAS program (youth and team champion
programs
senior)
Club competition
Inter-club competition
State championships
National championships
Note: Athlete development will not always mirror the above steps, hence the approach requires some flexibility.
Example plans | 27
28 | Planning in Sport — A good practice guide for sporting organisations
Despite all participants expressing a high level of satisfaction with the quality of Anysport’s coaching
and officiating accreditation programs, a drop in the number of volunteer coaches and officials at club
level was experienced and will require some short-term actions to help recruit and retain these
valuable volunteers.
Other major achievements were the continued success of the national women’s team with a number
of junior world champions and the senior team finishing the year as the number one ranked nation.
The continued improvement of the men’s team from 5th to 4th in the international rankings due to the
successful transition of some promising junior talent into the senior ranks was a pleasing result.
The round of the world cup staged in Perth was considered a success, based on the feedback
provided by participants. Numbers of participants and profits for the event were all above projected
targets for the world cup. The national domestic competition achieved similar levels of income and
participation support as the previous year’s competition.
The organisation finished the year on a sound financial basis with an operational surplus of $44,049,
after planning for a surplus of $50,000. The financial position of the association is still sound, as
detailed in the annual financial report.
Budget Actual
Income
Expenditure
KRA 1: MANAGEMENT
2.1 National 1. Achieve international ranking of top 3 for female and top 5 Achieved
teams for male senior national teams. (Females 1
and Males 4)
2.2 Anti-doping 1. Anti-doping policy approved by the ASC which meets ASC Not achieved
core anti-doping provisions (Policy requires
modification)
3.2 Member Member protection policy endorsed at annual general meeting Not achieved
protection and circulated to all members
3.4 Coaches and 5% increase in the number of accredited coaches and officials On target
officials over four years
KRA 4: COMPETITION
4.1 International World Cup conducted in accordance with IAF policies and procedures Achieved
events
4.2 Domestic 80% participant satisfaction with national competition program Achieved
competition
Note: This plan is intended to illustrate the type of information which can be included
in a strategic plan. It is not necessarily a comprehensive example.
The primary purpose of the Anysport Association of Australia is to ‘Conduct and develop Anysport
throughout Australia in partnership with its member state associations’. The vision and mission
for the organisation are:
Vision
Our vision is to remain committed to the highest standards for the conduct and development
of Anysport.
Mission
Our mission is to advance the conduct and development of Anysport by:
• fostering international success
• growing participation and interest in Anysport.
Long-term objectives
Anysport aims to advance the sport in Australia by achieving the following long-term objectives:
1. To ensure Anysport strives for effective management to provide a sustainable organisation.
2. To foster the success of Australian athletes at an international level.
3. To grow the participation and interest in Anysport through a range of strong development
programs, that are agreed to and implemented in partnership with state Anysport associations and
member clubs.
4. To provide a vibrant international events and domestic competition program.
Our values
Rationale: Building an effective and sustainable organisation through the following strategic priorities will help ensure Anysport:
• Maintains its Board of Directors and national office staff and services
• Has the financial resources to deliver high performance and development programs
• Maintains good relationships with key stakeholders such as government, state associations, clubs, sponsors and commercial partners
• Promotes itself to help attract new members and build community awareness
• Embraces new technologies to improve communications with key stakeholders
1.1 Governance 1.1.1 Foster good governance for Anysport Compliance with Anysports constitutional requirements
1.2 Operations 1.2.1 Ensure sustainable operational performance Achieve performance targets outlined in annual operational plan
1.3 Financial management 1.3.1 Maintain good financial management practices Compliance with Anysports financial policies and procedures
1.3.2 Sustain and grow sources of revenue Exceed current levels of annual revenue
32 | Planning in Sport — A good practice guide for sporting organisations
1.4 Stakeholder relations 1.4.1 Improve relationships and partnerships with Increased levels of funding and services between Anysport and
key stakeholders key stakeholders
1.5 Communications 1.5.1 Promote the sport to the broader community 5% increase in registered members
1.5.2 Embrace new initiatives for information and 90% member satisfaction with upgraded web-based
communication technologies communication systems
Rationale: Fostering international success through the following strategic priorities will help to:
• Maintain Anysport’s international rankings
• Develop the next generation of high performance athletes
• Ensure Anysport has a pool of quality high performance coaches and officials to support athlete development
• Search for a competitive advantage through sports science and medicine
2.1 National team 2.1.1 Foster the ongoing success of the senior national Achieve international ranking of top 3 for female and top 5 for male
team program senior national teams.
2.2 Anti-doping 2.2.1 Adopt, implement and enforce anti-doping policies, rules Achieve compliance with anti-doping requirements
and programs that conform to and comply with the ASC’s
anti-doping core provisions
2.3 Youth development 2.3.1 Nurture and develop the national youth program Qualify a full complement of competitors for world youth championships
according to IAF standards
2.4 Coach/official development 2.4.1 Develop a pool of world class coaches and officials Agreed process for coach and official succession planning with
key stakeholders (for example Anysport’s coaches and officials
associations)
2.5 Talent identification 2.5.1 Optimise the talent identification and development Agreements in place with all state institutes and academies of sport to
and development resources of state institutes and academies of sport identify talented athletes
2.6.2 Provide direct athlete support services All members of senior national teams receiving access to levels of
direct athlete support outlined in the athlete handbook
Example plans | 33
KRA 3: SPORT DEVELOPMENT
Objective: To grow the participation and interest in Anysport through a range of strong development programs, that are agreed to and implemented in partnership
with state Anysport associations and member clubs.
Rationale: Growing the participation and interest in Anysport through the following strategic priorities will help to:
• Advance the level of cooperation with state associations and support for clubs
• Foster Anysport’s role in the community
• Protect and develop Anysport’s coaches, officials and volunteers
3.1 State associations 3.1.1 Adopt a collaborative approach to the development and States signed endorsement of national
delivery of national programs with state associations plan and compliance with national program delivery requirements
3.2 Member protection 3.2.1 Develop and adopt a membership protection policy Member protection policy endorsed at annual general meeting for
incorporation into Anysport’s by-laws and circulated to all members
3.3 Clubs 3.3.1 Support the role of clubs in building and promoting Anysport 5% increase in average club membership levels
to local communities
34 | Planning in Sport — A good practice guide for sporting organisations
3.4 Coaches and officials 3.4.1 Build a strong system of recruitment and development for Increase in the number of accredited coaches and officials over
coaches and officials four years
3.5 Volunteers 3.5.1 Recognise the valuable contribution of volunteers Annual recognition awards for key volunteers conducted
3.6 Targeted programs 3.6.1 Nurture and grow female participation Increase in the number of female participants registered
3.6.2 Promote access and opportunities for people with a disability Increase in the number of people with a disability registered
3.6.4 Promote Anysport to young Australians 50% of clubs delivering modified version of Anysport to members and
local community organisations such as schools and youth centres
KRA 4: COMPETITION
Objective: To provide a vibrant international events and domestic competition program
Rationale: Providing a vibrant international events and domestic competition program through the following strategic priorities will help to:
• Provide access to higher levels of international competition within Australia
• Maintain a vibrant domestic competition for state, national and international level athletes
4.1 International events 4.1.1 Lobby to host World Anysport Championships Successful bid for World Championships
4.1.2 Conduct round of Anysport World Cup Series World Cup conducted in accordance with IAF policies and procedures
4.1.3 Support the Asian and Oceania Championships Australian teams represented at Asian and Oceania Championships
4.2 Domestic competition 4.2.1 Build a vibrant national competition program 80% participant satisfaction with national competition program
4.2.2 Facilitate a national events calendar Minimum of 1000 hits per month on national calendar web site
1. Management
3. Sport development
4. Competition
38 | Planning in Sport — A good practice guide for sporting organisations
Governance Policies and Planning and Key stakeholders Ethics and values Risk management Resource Communication
procedures monitoring allocation
Formal induction Seek endorsement Aligned and Key stakeholders Values of the Risks identified and Board to endorse Planning documents
of new directors of industry policy compatible identified as part of organisation strategies annual operating displayed on web
requirements national, state/ strategic plan identified as part developed as part plan, including the site
(drugs, member territory plans of strategic plan of future plans financial plan
protection)
Code of conduct Procedures reviewed Plans monitored Agreement with Signed agreement Monitor CEO to allocate Summary versions
for Directors according to the quarterly at an plans and MOUs with codes of implementation of appropriate of plan promoted in
organisation’s operational level struck between conduct for risk management projects to staff Anysport
strategic priorities national and state coaches, officials, strategies and volunteers publications
associations athletes, volunteers
and administrators
Establish effective Strategic and Promote to staff States to commit Copy of plan
reporting processes operational plans and members resources to distributed to
between reviewed annually at projects identified key stakeholders
management the annual as having a whole
and Board stakeholder of sport impact
conference
Note: This plan is intended to illustrate the type of information which can be included
in a strategic plan. It is not necessarily a comprehensive example.
1.1 Governance 1. Foster good 1. Conduct six Board of High President, CEO January $40,000 Six meetings held
governance for Director meetings and Admin Officer May
Anysport August
October
2. Conduct two workshops High Board, Office May/ $20,000 Agreed strategic and Opportunity to
for key stakeholders: Staff and host October operational plans facilitate inclusive
state planning
• Professional
processes and
Development May
agreed plans
• Planning/AGM October between key
stakeholders
3. Provide induction High President November $1,000 All new directors
seminar for new directors attended the seminar
4. Review reporting Medium Board and CEO December Report presented and Reports available
processes and requirements accepted by Board to membership
42 | Planning in Sport — A good practice guide for sporting organisations
1.2 Operations 1. Ensure 1. Maintain current High President, CEO November $300,000 All agreed to terms
3. Review and update High Operations November Policies and All members have
operational policies and Manager procedures updated access via the
procedures in line with public web site
strategic and operational plan
4. Notify appropriate High Operations December Stakeholders notified
stakeholders of updated Manager via web site and email
policies and procedures
5. Establish subcommittee Medium CEO and Operations June $5,000 Report reviewing the Sub-committee to
to review annual Manager annual operational have
operational plan plan provided representation
from a variety of
key stakeholders
6. Maintain current insurance High Operations $275,000 Insurance policy Registration fee
policy for states, clubs and Manager signed funds current
registered members for insurance policy
public liability $20m,
professional indemnity $10m
and personal accident
7. Submit revised drugs High Operations June Policy endorsed by Covers competitors
policy to ASC and ASDA Manager and the ASC and ASDA at all levels of
relevant program the sport
coordinators
1.3 Financial 1. Maintain 1. Review current High Finance Director, November Report submitted
management good financial management and monitoring CEO and Operations and accepted
management procedures, policies, systems Manager by Board
1.4 Stakeholder 1. Improve 1. Identify strategic priorities High President, CEO June List agreed to Board will need to
relations relationships that require support from and Operations by Board assist with
and partnerships key stakeholders to assist Manager identification for
with key with delivery reporting
stakeholders requirements
2. Establish the required High Operations October $5,000 Contracts and MOUs Formal contracts
contracts and MOUs with Manager and signed with all states established to
states and other key Relevant Program and territories ensure the
stakeholders Coordinator deliverables
are agreed
44 | Planning in Sport — A good practice guide for sporting organisations
3. Conduct annual tour of Medium CEO and Operations July $15,000 All states and Being seen in each
state associations to discuss Manager territories visited state is aimed at
progress against the plan within the year fostering
understanding
within the national
office of state
issues
1.6 Risk 1. Adopt strategies 1. Integrate the risk High Operations Manager Novmber Strategies integrated
management to manage management strategies into into plan policy
identified risks the organisation’s overall documents
policies and procedures
2.1 National 1. Foster 1. Select and send team High National Coach, August $70,000 Top 3 ranking female
team the ongoing to world championships High Performance team and top 5
success of in August Manager and ranking male team
senior national National Selectors
team program
2. Pre-championship camp in Medium National Coach June $50,000 Team logistics
June, including athlete organised
education and sports science
4. Manage the training Medium National Coach $31,000 Athletes meeting This includes to
and schedules of national agreed performance travel to various
team members and targets states to
shadow squad individually meet
with athletes.
5. Shadow squad clinics Medium National Coach and April $10,000 8 Clinics conducted Linked to
in each state and territory team members November state visits
2.2 Anti-doping 1. Adopt, 1. Maintain compliance with High High Performance June Achievement of
implement and anti-doping requirements by Manager and compliance
enforce anti- undertaking to abide by, National Coach requirements
doping policies, implement and enforce its
rules and anti-doping policy to the
programs that satisfaction of the ASC
conform to and
comply with
the ASC’s
anti-doping core
provisions
46 | Planning in Sport — A good practice guide for sporting organisations
4. Educate persons subject High High Performance July $2,000 Education program
to Anysport’s anti-doping Manager conducted
policy
5. Actively participate in the Medium High Performance June ASC assessment
ASC’s assessment process Manager process completed
in a timely manner,
including where applicable
implementation of
identified strategies
2.3 Youth 1. Nurture 1. Appoint National Medium High Performance January $30,000 National Youth
development and develop Youth Development Manager Development
the national Coach (honorary) Coach appointed
youth program
2. Select and send National Medium National Youth November $30,000 Attendance at
youth team to Asian/Oceania Development Championships
Championships in November Coach
3. Conduct youth Low National Youth June $10,000 Youth integrated
development camp in Development with senior program
conjunction with seniors Coach
pre-worlds camp in June
4. Develop skills program Low National Youth June $2,000 Program endorsed
aimed at monitoring and Develop Coach by National Coach
developing members of the
national youth program
2.4 Coach/ 1. Develop a 1. Identify and involve 3 High National Coach June $30,000 3 coaches contributed State coaches
2. Fund and support the High High Performance July $35,000 5 officials successfully
selection of 5 Australian Manager and accredited with IAF
officials to participate in the National Coaching/
IAF accreditation assessment Officiating
course at the World Coordinator
Championships
3. Apply for and support one High High Performance November $20,000 Successful completion
coaching and one officiating Manager and of the ASC scholarship
scholarship with the ASC National Coaching/ requirements
Officiating
Coordinator
4. Fund selected coaches and Medium High Performance December $5,000 Four coaches and
officials to attend Manager officials successfully
ASC high performance attended workshops
workshops
5. Develop a draft high Medium High Performance August Plan endorsed by The plan should
performance coaching Manager and Board and council consider state-
and officiating succession and National Coaching/ based programs as
mentoring plan for Officiating part of any
48 | Planning in Sport — A good practice guide for sporting organisations
2.5 Talent 1. Optimise 1. Develop agreements with Low High Performance February $30,000 Agreements signed State-based
identification the talent state institutes and Manager with all states and program will
and development identification and academies to assist with territories require support
development talent identification of future from state squads
resources of youth program participants and coaches
state institutes
and academies
of sport
3.1 State 1. Adopt a 1. Conduct annual High Development November $10,000 Agreed implementation Key to national
associations collaborative development conference with Manager strategy for programs being
approach to the state representatives to national programs delivered with
development discuss and agree to national each state
and delivery programs implementation
2. Formally sign agreed High CEO and State October All states and
implementation strategy Representatives territories signed
at conference strategy
3. Conduct 2 annual High Development March $1,000 2 phone conferences Important for
teleconferences to report Manager September conducted two-way
progress of national programs communication
(March and Sept.) between states
and national office
3.2 Member 1. Develop and 1. Appoint workgroup to High Operations April $4,000 1st draft
protection adopt a member develop draft member Manager developed by April
protection policy protection policy by April
2. Circulate draft policy High Operations June 1st draft circulated to
to key stakeholders for Manager stakeholders by June
feedback by June
3. Present final draft for High CEO and Board October Final draft approved by Policy designed
approval and agreement by Board and National to protect
Board and National Council in Council and included in members at all
50 | Planning in Sport — A good practice guide for sporting organisations
3.4 Coaches 1. Build a 1. Contract Anysport Coaches High Development June–August $30,000 1 course conducted in National Program
and Officials strong system of Association to work with state Manager, Coaching each state/territory that directly
recruitment and associations to conduct and Officiating and 20% of coaches services states
development accreditation courses and Coordinator and updated and clubs
for coaches updating seminars for club Coaches
2. Contract Anysport Officials High Development June–August $30,000 1 course conducted in National Program
Association to work with state Manager, Coaching each state/territory that directly
associations to conduct and Officiating and 20% of officials services states
accreditation courses and Coordinator and updated and clubs
updating seminars for club Officials
and state level officials in Association
each state and territory
3. Review and update current Medium Development November $15,000 All courses reviewed by Feedback from
accreditation programs (that is, Manager, Coaching November states and clubs
including resources) for and Officiating should come from
coaches Coordinator post-course
and officials to include evaluations with
opportunities to establish aim of review to
flexible learning practices (for improve access to
example, online support) by courses through
November flexible learning
6. Conduct course Medium Coaching and September $7,000 1 workshop per state Increased support
presenters and assessors Officiating and increased number within each state
training workshops in each Coordinator of presenters and association to
state and territory assessors support the
accreditation of
coaches and
officials
7. Review and revise the High Development October Endorsement of Applies to coaches
current code of conduct for Manager, Coaching revised code of and officials at all
coaches and officials for and Officiating conduct as a by-law at levels from elite to
endorsement at the annual Coordinator and the annual general grass roots
general meeting for incorporation Coaches/Officials meeting
into Anysport’s by-laws associations
3.5 Volunteers 1. Recognise 1. Appoint a panel of judges High Development March Awards judged
the valuable to judge annual volunteer Manager
contribution recognition awards
of volunteers
2. Conduct annual volunteer High Development April $10,000 Ceremony conducted Scope to recognise
awards as part of opening Manager club and state
ceremonies at the National level volunteers
4.1 International 1. Lobby to host 1. Appoint bid team to High CEO and President July $80,000 Successful bid
events World Anysport prepare bid and lobby for
Championships support at World Congress to
host next available World
Championships
2. Conduct 1. Contract Anysports High CEO Competitions October $800,000 IAF feedback positive As an annual event
round of Anysport Events Inc. to coordinate and Manager and on the outcome of it is rotated around
World Cup Series manage the World Cup Anysports the event states with the
competition on behalf of Events Inc. capacity to host
Anysport in October
2. Establish agreed reporting High Competitions October Reports provided in a
process and procedures, Manager and timely and user-friendly
including financial Anysports way
management arrangements Events Inc.
3. Support the 1. Send delegation of Medium Competitions November $10,000 Support provided to
Asian and officials and administrators Manager championships
Oceania to support the conduct of
Championships the Asian and Oceania
Championships
4.2 Domestic 1. Build a 1. Contract Anysports Events High CEO, Competitions April $600,000 80% satisfaction from
competitions vibrant national Inc to coordinate the National Manager and participant feedback
competition Competition program on Anysports forms provided at the
2. Facilitate a 1. Provide sanctioning High Competitions $10,000 All competitions National service
national events services for all Anysport Manager sanctioned provided for all
calendar competitions as required by levels of the sport
Anysport’s insurance policy
for all competitions including
state and club
2. List all nationally High Competitions December All sanctioned events
sanctioned events on a Manager listed on the web
web-based national
events calendar
FINANCIAL PLAN
Budget
Income
Competitions $1,700,000
Miscellaneous $10,000
Total: $2,866,200
Expenditure
Management $787,000
Competitions $1,500,000
Other $36,200
Total: $2,816,200
Item Jan Feb Mar April May June July Aug Sept Oct Nov Dec Total
Income
Capitation fees $50,000 $220,000 $120,000 $60,000 $5,000 $5000 $5000 $20,000 $90,000 $30,000 $605,000
Total: $185,000 $220,000 $620,000 $600,000 $5,000 $5,000 $143,200 $20,000 $698,000 $365,000 $5,000 $2,866,200
Expenditure
Development $4,000 $500 $10,000 $10,000 $14,000 $13,000 $13,000 $10,500 $10,000 $20,000 $15,000 $120,000
Management $346,000 $40,000 $35,000 $46,000 $50,000 $35,000 $51,000 $40,000 $35,000 $57,000 $30,000 $32,000 $787,000
Competitions $60,000 $60,000 $110,000 $410,000 $10,000 $10,000 $70,000 $50,000 $100,000 $600,000 $10,000 $10,000 $1,500,000
56 | Planning in Sport — A good practice guide for sporting organisations
High performance $23,000 $31,000 $1,000 $7,000 $31,000 $83,000 $56,000 $68,000 $6,000 $16,000 $33,000 $2,000 $373,000
Other $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,000 $3,200 $36,200
Total: $432,000 $138,000 $149,500 $476,000 $104,000 $145,000 $193,000 $174,000 $154,500 $686,000 $96,000 $52,200 $2,816,200
Surplus (deficit) ($247,000) $82,000 $470,500 $124,000 ($99,000) ($140,000) ($49,800) ($154,000) $543,500 ($321,000) ($96,000) ($47,200) $50,000
There are many aspects of the plans as presented in this document which could have been discussed
more fully in the text. However, it is important not to make the descriptive material too long, as this
can dilute the impact of reading about the most important points. Additional information on specific
projects can be provided in the form of supplementary or project plans if required.
If resources are available the presentation of the planning documents could be improved by
graphic means, for example, to plot the fluctuations in actual versus budgeted income and
expenditure over a twelve month period or show diagrammatically the pathways for coaches, officials,
administrators and athletes. If the national organisation approaches planning with an open mind
rather than purely following a set pattern, such ideas should come naturally from within the
organisation and its key stakeholders.
Summary
Planning is one of the key elements in the governance and management of sporting organisations.
Organisations that do not plan effectively tend to function in an ad hoc manner without a clear
direction or focus. Such organisations are more likely to suffer from operational inefficiencies and an
inability to cope with change.
The process used to develop plans for sporting organisations is critical and should involve as broad a
spectrum of stakeholders as possible. This guide has emphasised the importance and advantages of
planning, outlined the planning process, presented in detail the format of a good plan and provided
guidance with the implementation and ongoing monitoring, evaluation and review of the plan.
Further information
Australian Sports Commission — contact the Senior Sports Consultant responsible for liaising with
your sport to see what support the Commission can provide.
State departments of sport and recreation — contact the section responsible for organisation
planning to see what resources and personnel they have.
Glossary
Because so many terms are used to describe evaluation frameworks in various industries it is
important for this resource to clearly define the terms it uses.
Ad hoc planning — is not really planning but decision making on a random basis without any thought
for the long-term.
Annual report — is the formal financial statements and report on operations issued by an
organisation to its stakeholders after its fiscal year-end.
Costed operational plan — provides a short-term plan focused on effectiveness (‘are we doing things
right’) that underpins the strategic plan with operational detail.
Evaluation — is the process of determining whether your plan is effective, using performance
measures to see if the organisation is actually achieving its objectives.
Key performance indicators — are measures that provide some feedback on performance.
They should be related to objectives and could include quality, quantity and time components.
Key result area — helps to frame the organisation’s strategies and the various activities under a
common area for planning and reporting purposes.
Monitoring — is concerned with checking how the organisation is tracking against its plan.
Planning process — is a systematic approach to planning that sets out the generic steps involved
in planning.
Planning workshops — are a way of involving a broad cross-section of members from the organisation
in a structured planning process. By collaborating, members can find more effective ways to improve
the organisation and plan for its development.
Project plan — relates to a specific project by providing additional detail for the people involved
in the project.
Review — is the process of looking again at the overall direction and priorities of the plan to check if
the organisation has the right objectives and strategies.
SMART objectives — are organisational objectives which have the following attributes: specific,
measurable, achievable, relate to the vision and time-bound.
Staffing chart — provides an indication of the paid and unpaid staff working for an organisation and
the reporting hierarchy.
Strategies — are the things you will do to achieve your objective, perhaps broken down further into
tasks or activities.
Stakeholders — are those people or organisations that have an interest in the organisation and are
likely to be affected by its actions.
Strategic plans — should focus on direction (‘are we doing the right things’) and set out the broad
directions of the organisation over a relatively long time frame (for example four years).
Strategic shifts — are the key changes an organisation needs to make if it is to achieve its
stated vision.
SWOT analysis — provides an analysis of an organisation’s strengths and weaknesses (internal) and
its environmental opportunities and threats:
Strengths Activities that the organisation does well or resources that it may have
(for example committed volunteers).
Weaknesses Activities that the organisation does not do well or resources that it does not have.
Opportunities Positive external environmental factors.
Threats Negative external environmental factors.
Supplementary plan — is a plan such as a high performance plan that is used by either a business
unit within an organisation or to provide summary information for an external client.
References
Australian Sports Commission (1992) Planning in Sport a Guide for Sporting Organisations
Australian Sports Commission (1990) Preparing and Implementing Development Plans, A Manual
for Sporting Organisations
Dravid FR (2003) Concepts of Strategic Management, 9th edn. London: Prentice Hall
Robbins, SR, Bergman, R, Stagg, I and Coulter, M (2000) Management, 2nd edn. Sydney:
Prentice Hall.
For example
• staff
• member organisation representatives
• athlete representatives (juniors and seniors, elite and social)
• officials, coaching and volunteer representatives
• board members
All participants should be encouraged to stay for the whole workshop, rather than coming and going,
as this can be very disruptive.
Topic Format
Strategic plan
■ Is the name of the sporting organisation clearly marked on the cover?
■ Does the plan have a title?
■ Does the title include a clearly defined time frame for the plan?
■ Is the status of the plan confirmed (final or draft)?
■ Does the plan contain a pre-plan position which shows the standing of the organisation at the
commencement of the plan?
■ Is the national vision and mission for the organisation clearly articulated?
■ Are the long-term objectives, strategic priorities and rationales outlined within the strategic plan?
■ Are there measurable key performance indicators included against related strategies for the
strategic plan?
■ Are the Australian Sports Commission’s non-negotiable requirements clearly identified?