THE KENYA SCOUTS ASSOCIATION

5 YEAR STRATEGIC PLAN (2013 -2017)

Propelling KSA towards a World Class Organization

2/7/2013
The Kenya Scouts Associations
National Executive Committee 2013
PREAMBLE

Kenya Scouts Association is established by an Act of Parliament Cap 219 of the Laws of Kenya is the largest youth organization in
Kenya catering for young people between the ages 6-26 years with a membership of over 400,000 scouts and 25,000 adult leaders in
2013.

Kenya Scouts Association is an educational, voluntary, and non-political movement for young people open to all without distinction
of origin, race, creed, tribe and gender. It is an Education for Peace! Our Vision is to create a better world through scouting activities
while our Mission is to educate young people to play a constructive role in society. The Scouting Movement was started by Lord
Baden Powell on 1st August 1907 in Brown Sea Island in England. In Kenya, the Scout Movement began in 1910 and the first troop
was formed at St. John‟s Church (C.M.S.) Pumwani on November 24.

The principles of Scouting are the laws and beliefs which represent an ideal, a vision of society and a code of conduct for all its
members. They are in three categories: Duty to God, Duty to others and Duty to self

The Kenya Scouts Association has grown to be a dynamic and the largest Youth Movement in Kenya today and continues moulding
and impacting the lives of the young people in Kenya. It has maintained, improved and upgraded relevant structures and
infrastructure so as to facilitate quality Scouting.

The Association aims at developing the youth at their formative ages so that they become responsible citizens through social,
physical, intellectual and spiritual development.

Leaders respond to it directly by helping young people define their personal values and ethics as they act and then reflect upon their
actions. This "action learning" is an unmatched way to enhance value development.

Scouting has stood the test of time. It‟s therefore a worth venture.

• Instilling positive values such as belief in God and good citizenship

• Personal hygiene and general health
• Environmental protection.
• Avoidance of risky behaviour (i.e. campaign against smoking, drug abuse etc).
• Promotion of self-development

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• Positive social attitudes i.e. thinking about others.
• Physical fitness and endurance

EXECUTIVE SUMMARY

The youth phenomenon is very dynamic as it provides great challenges in meeting their ever changing needs and aspirations.

Scouting is a movement of the young people facilitated in their enjoyment of their programme by adults. The adults thus need to be
selected prudently, empowered, motivated, appraised and recognized for their special efforts. For this to be achieved, programmes
have to be put in place and resources harnessed in the best way possible.

The Association needs enough space in terms of campsites and training centre for activities of both the young people and the adults
to take place. These sites need to be well managed so that they are not only self-sustaining but they are also income generating
ventures for the association.

With advances in technology, KSA cannot be left behind, it is imperative that the Association embrace ICT in all operations.

It is also very important that modern security and safety systems and procedures are adopted so that all the property of the
association is secured and the environment is made safe for the young people and all the adult leadership to carry out their activities.

All the things afore-mentioned cannot be achieved without putting in it large amounts of capital and human resources.KSA has to
harness enough resources through prudent resource mobilization strategies and also through working with both local and
international partners. Similarly, it has to enhance its corporate image through good publicity and effective internal and external
communication strategies.

Finally, all its financial resources must be managed well by adopting the most modern and efficient financial systems and practices.

KEY PRIORITY AREAS (KEY OBJECTIVES)

To realize its dream for KSA, the Management and Strategic Planning Committee has identified ten key priority areas hereafter
referred to as the ‘’key objectives’’.
1. Human Resource
2. Youth Programme
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 3. Training and Development
4. Campsites and Centres
5. ICT
6. Security
7. Resource Mobilization and Partnerships
8. Ethics and Quality assurance
9. Communications and Corporate Affairs
10. Finance

OUR COMMITMENT:
The Management and Strategic Planning Committee, jointly with all other stakeholders do commit that in the next five years (2013-
2017), it hopes to deliver:

 a KSA that values, attracts, retains staff that is highly dedicated, expert and self driven;
 a KSA whose youth programme responds to the needs and aspirations of the youth;
 a KSA with sufficient, efficient, competent, dynamic, accountable and highly motivated adult leadership;
 a KSA with functional, modern and well managed income generating camping and training centre in all the counties;
 a KSA that has incorporated ICT in all operations and at all levels;
 a KSA that has adopted world class security and safety systems for its property and members;
 a KSA that is self-sustaining through optimized resource mobilization strategies;
 a KSA that emphasizes quality and ethical practices in All its operations;
 a KSA that has enhanced cooperate image through efficient, effective and well planned modern internal and external
communication systems;
 a KSA that has embraced the most efficient and modern finance systems and practices.

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HUMAN RESOURCES
Overall statement of success: An Association that values, attracts, retains staff who are highly dedicated, expertise, and self driven

Swot analysis

Strengths
 A structure that accommodates full time employees
 Most staff are scouts; hence have scout values
 Good will that can attract high caliber staff

Weakness
 Lack of HR Policy- needs revision
 Lack of employee motivation,
 Lack of expertise in certain functions
 Lack of staff rationalization.
 Conflicting roles among staff and volunteers
 Weak organizational structure
 Poor communication between staff & volunteers

Opportunities
 Government funding
 TSC support – Staff secondment
 A world wide movement from where staff can learn and improve skills
 Donor funding, willing and supportive partners.

Threats
 Better remuneration in other organizations
 Organizational politics
 Low ethical standards

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 Planning Matrix
Goals Measures Targets for the Targets for year 1 Activities and Timelines for the year 2013 Resources
5 years required for
2013
Goal 1 Revised and 100% -Design a HR Policy Jan-April 2013. A budget
Enhance implement an adherence to -Engage a HR Consultant
recruitment effective HR H.R Policy to work with Management -Present HR Policy to NEC for ratification
and Policy Committee April 2013.
retention of
staff. -Develop & Implement a -Hold a HR Policy cascading workshop May
HR policy 2013.
Staff 80% staff -Create an effective Org. -Staff rationalization exercise A budget
Retention retention structure (Short term Nov. 2012
(Long Term May 2013)
-Achieve an optimum
staffing level. -Annual Team building & -Planning retreat
a. for Specific teams
b. for Executives
Staff -Improve -Improved working Staff Motivation A budget
Motivation working conditions -Plan staff induction workshop at least at PTC
-efficiency 95% conditions Level

- Support staff for refresher courses to improve

skills in their relevant skills
1. Minimum 1 refresher course for each staff by
2013.
2. Disaster Management & Preparedness for
staff
3. Customer service training

-Performance -Introduce -Introduce performance -Develop survey tools for staff satisfaction.
99% performance contracts
contracts

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 -Satisfaction -Develop -improve working Efficiency
80% survey tools for conditions -Improve working conditions
satisfaction 1. Create a pay bill Line for KSA for money
collections Jan.2013.

2. Facilitate Channels of Communication for

staff to carry out their duties Jan 2013.
3. Make the working environment technology
friendly April 2013.

4. Improve network availability & Stable

power supply.

5. Carry out a needs analysis for working tools

and equipment Jan 2013.

6. Develop an Implementation plan

-Salary Increased 50% salary increment on Develop contracts for employees, permanent,
increment salaries to staff salaries. contracted, & temporary. Jan – March
100%
Goal 2 -Have a -Have a Sacco, Form a staff Sacco Register with Ministry of Co-operatives A budget
Improve running KSA with all development Jan – March
welfare of Sacco. members
staff
-Register RBA Register RBA - Register all staff with Register with RBA Jan – March A budget
RBA

- Medical Annual medical Medical cover for Constitute a staff welfare committee Jan – A budget
Insurance insurance employees March
cover cover.

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 - improve Access to loans -improved terms & Jan - March A budget
Terms & and other conditions of service.
conditions of financial
service advancement -guaranteed bank
advances
Goal 3 Putting a Improved Develop & implement the Contract an HR specialist to develop the policy -A budget
Volunteer volunteer working Volunteer HR policy by Jan - April 2013. -Policy
HR policy policy in place relationship & documents
staff with clear -sensitize on the Volunteer HR policy, riding available
distinction of on other programmed activities 2013.
roles and
responsibilities.

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YOUTH PROGRAMME
Overall statement of success: A programe that responds to the needs and aspirations of the youth

Swot Analysis

Strengths
 There is a Youth Programme that is running.
 There is a Youth Programme Policy in use though in draft form
 There is an operational Youth Programme Committee
 There is a monitoring and evaluation system on the youth programme – badges, camping competition, Contests and
challenges for rover crew units.
 There is personnel both at the secretarial and volunteer level
 There is supportive and receptive community & departments to scouting ideals/ operations
 The department has programme materials such as books, guides etc.

Weakness
 Many programmes running at the same time
 Partnership demands which infringe into scout core mandate
 Weak monitoring and evaluation systems
 Sustainability of partner projects after the funding

Opportunities
 A wide range of the catchment area for recruitment
 Children willing to join scouting
 Parental support
 Government support
 Goodwill from members of the public
 International recognition
 Campsites and centers

Threats
 Availability of alternative youth organization with similar or more developed and appealing activities
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  Academic demands to many of our youths/clients
 Scout leaders are on high demand by other departments in their institutions i.e. games, drama, disciplinary department,
guidance &counseling etc.
 Poverty among the youth making them not to undertake the scout activities
 Dying of volunteer spirit.
 Un reviewed programme materials and the programme itself

Planning Matrix
Goal s MEASURES TARGETS FOR TARGETS FOR ACTIVITIES AND RESOURCES
THE FIVE YEAR ONE TIMELINES FOR THE REQUIRED
YEARS YEAR 2013 FOR 2013

Goal 1  number of scouts  Number of  Roll out 2  Train the  Badges cost
Enrich the attending badge scouts in the badge camps competition  Unit
quality of the camps highest level: in every assessors. (Feb- registration
youth  Number of 1m county 2*47 Aug) cost
programme. scouts achieving  Number of  Increase the  To enrich the  Competition
the highest units in the highest competition cost
badges in each competitions badges package in line  Badge camp
section  50,000 acquired per with contemporary cost
 number scout  Number of section per emerging issues  Review of
units attending scouts in the county. (April-Dec) books cost
the competition badge camps 500*47  Introduce the  Writing of
camps 3*47*100scout  Increase the following new books and the
 number of scouts s*5 participation badges Messengers guides cost
graduating to the  Number of in the inter of Peace, Financial  Founderee
next section scouts patrol Management and costs
 number of the proceeding to competitions enhance ICT,  Patrol leaders
new books and the next form 70 to 100 Entrepreneurship, courses cost
guides produced section. units per Communication,  Exchange
 number of  1000*40*5sect region Security & Safety, programme
programmebooks ions *5=6m  Increase the Disaster cost
developed and  Reviewed transition rate Management and  JOTA/ JOTI
produced and the of graduating Drivers (April) cost
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 number of patrol written books scouts by  Develop the  Cost of the
leaders courses  5*5= 25 Books 30% sungura, sungura and Jasiri badges and
conducted  Reviewed 20% chipukizi handbooks the training of
 number of scouts books and 15% (August) the scouts
attending  5*5= 25 Books Mwamba and  Finalize and  Books
exchange  Conduct 3 10% Rover produce the expense
programmes patrol leaders  Publish 6 investiture  Patrol leaders
 number of scouts course in books by guidebook, the courses cost
participating in every county August 2013 ceremonies  JOTA/JOTI
the JOTA/JOTI  3*47*5 =705  Develop and guidebook, the Expenses
 Number of PLCs print the scout song book,  Foundereeexp
rovers  100 scouts in sungura and the camping guide enses.
participating in JOTA/JOTI jasiri book, the scout  Certificates
the Roveree from 47 handbooks sign handbook and the
camps counties*5  Have 200 (April-May) badges
 number of scouts =23,500 scouts  Youth programme  Roveree camp
participating in  Scouts participate in material writing expenses.
the founderee attending the international workshop  Certificates
camps Founderee and 500 in  Conduct Youth and badges
 number of rovers camp national Forum at all levels  Training
graduating from 10,000*5= exchange (Apr-Dec) costs.
the financial 50,000 programmes  Develop guidelines  Certificates.
management  Conduct  Double the for efficient  Training
training roveree number of management of all manuals.
 number of camps in all scouts events and  Contest and
badges acquired the counties. participating activities challenge
by the scouts in  Train the in JOTA/JOTI  Conduct PLC and expenses.
all the sections rovers on the from 40 to 80 Rover Mate  Travel
 number of new financial  Train 5,640 training courses expenses
badges designed management. patrol leaders  Conduct Badge  Souvenir
and produced 5crews in and rover camps. expenses
 the quality of every county. mates  Undertaking  Home
rovers  Rover  Increase Community hospitality
graduating into challenge and number of service. expenses
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 the society contests rovers  Conduct Inter
 Minutes of the  3contests in attending the patrol & Rover
Programme every county Roveree by challenges at all
Committee in a year 100% levels
meetings  Enhance the  Hold a well  Inter Universities
 Minutes of the exchange managedFou and Colleges Rover
Programme programme nderee to contests and
Team meetings and the level of a exhibitions
international world scout  Conduct Financial
recognition. event with at management
 Send 5000 least 4000 training for rovers
scouts in the campers (Feb)
international  Train and  Formulate an
scout graduate 2000 exchange
gathering. rovers on programme
 Have 5000 financial schedule for all the
scouts in management scout sections.
exchange  Produce the  Participate in
programme required exchange
 Roll out the badges by programme and
Scouts March international
Entrepreneur  Identification scouts gathering.
ship, of the scouts e.g. jamborees,
 Number of Innovation for Exchange international patrol
the sea and and Linkages programme camps, moot,
air scouts Programme  Develop a list cultural gatherings,
trained.  Start sea of 100 twinning programs
 Number of scouts successful etc.
books trainings in scouts in the  National
approved by Mombasa, society Programme
KIE. Kwale, Kilifi,  Enhance Committee
Malindi, partnership meetings
 Number of Nairobi, with Kenya (quarterly)
scouts Nakuru and Institute of  National
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 enrolled in Kisumu Education Programme Team
the ESP.  Start Air  Develop meetings
scout programme (quarterly)
 Hired trainings in material for  Develop a follow
programme Nairobi, Sea Scouts up tool to monitor
personnel. Kisumu and and Air scouts and their
Laikipia Scouts current
 Hire program  Strengthen engagements in
secretary and the Extension society-success
two more Scouting stories (Jan-Dec)
assistants Programme  Incorporate Kenya
Institute of
Education in
developing
programme
material
 Develop Sea Scouts
Handbook and Air
Scouts Handbook
 Establish more
Extension Scouting
units
 Hire a Programme
personnel
Goal 2.  List of  Recruit 4M  Upgrade  establish number of  Production of
Quantity institutions scouts in from to schools and the
To increase targeted for schools and electronic institutions in the membership
the number recruitment of institutions of registration country -Catchment cards
of scouts. scouts higher system Population (February)  Production of
 Number of learning.  Double the  Establish the value- warrants and
institutions  Register membership propositions to go unit
reached 62,500 units from 115,000 with to the target registrations
 Number of to 230,000 groups (April) materials
registered scouts scouts  Launch a scouts in  Production of
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  availability of a nationally schools plan with the
functional (4,893 per specific activities to progressive
database system county) reach the target cards.
 value proposition  Register 7,187 numbers (May)  Production of
document Units (152 per  A devolved functional the
 Monitor the county) and registration system registration
traffic flow on 460 rover (June) forms.
social media sites crews (10 per  Creating a proper and  Communicati
on registration county) regularly updated on & postage
 Real time tally of database for scouts  Production of
scouts registered and institutions (June value
online 2013) proposition
 Identifying and document
registering  Database
professional rover upgrading
crews for mentorship costs
and service (May)  Consultancy
 Exploit the Financial fee
management trainings
to increase Rover
membership
 Outsourcing data
management and
social media
administrator/speciali
st
 Initiate social media
recruitment and
online registration
campaign

Goal 3  Model unit kit  Visit 47  Visit 10  Develop a model  Travels

To  County Visits counties. counties unit kit expenses.
strengthen  Regular visits to  Develop guidelines  Materials
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monitoring the units for monitoring the developme
and  Availability of youth programme nt for
evaluation monitoring feedback monitoring
guidelines  Visit one county  Posters
every month (Feb-  Progressiv
Nov) e charts
 Undertake a spot  Badge
check to assess the charts
delivery and
consumption of the
youth programme
delivery.
 Establish the ideal
units in the
schools.
 Establish the scout
image in the units
through posters.
 Evaluate the
badges acquired by
scouts.

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TRAINING AND DEVELOPMENT
Overall Statement of Success:QUALITATIVE, RELEVANT AND NEED-BASED TRAINING AND SUPPORT FOR ALL ADULTS IN
SCOUTING

SWOT Analysis
Strengths
 Well established governance structure (National , County and District committees)
 Willing and qualified volunteer adults
 Approximately 10,000 with a minimum of PTC training (2,918 registered in 2012)
 Well defined motivation system – awards and honors
 Trainers‟ welfare system
 Full time Training Executive to coordinate training activities
 Availability of National Training and Development Policy

Weaknesses
 Insufficient funding.
 Only 2,918 Scout Leaders registered in 2012
 Deficit of approximately 21,500 trained unit leaders
 High dormancy rate among trained leaders
 Ill-prepared unit leaders
 Poor monitoring and evaluation mechanisms
 Very busy volunteers
 Lack of opportunities for personal development.
 Lack of proper National and County training kits - tents, ropes, crockery, LCD projectors, etc
 Gender inequity in the training team
 Acute imbalance in the distribution of trainers and trained unit leaders in the counties
 Aging Leader Trainer category of leadership.

Opportunities
 Supportive KSA management Committee
 Goodwill from the significant external community ie parents of scouts and general public.
 Supportive partners – MOYAS, MOE, National Cohesion and Integration Commission
 Potential partners e.g KIE
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 Threats
 Other Youth Organizations – Pathfinder, Boys and Girls Brigade, Girl Guides, Round Square Movement, P.A, etc
 Overloaded school core curriculum
 Lack of information among school managers.
NOTE
There are approximately 29,000 schools [primary &secondary], 31 universities and approximately 120 TTCs. The dept plans to
provide at least one Scout Leader per institution which totals to 29,151 Scout Leaders. There are approx 10,000 trained SLs leaving a
balance of 19,151 to train.

Planning Matrix
GOALS MEASURES OF TARGETS FOR THE TARGETS FOR YEAR ACTIVITIES & TIMELINES RESOURCES
SUCCESS FIVE YEARS ONE FOR YEAR ONE(2013) REQUIRED FOR
2013
Goal 1  Total number of  To train 125,000 at  Train 3830 SLs at  Carry out census of  Training
To achieve leaders trained. PTC level PTC ALT/LT/WB per manuals for
quantity in  Number of  To train 750 SLs at  Train 150 SLs at WB County.[Jan] PTC, WB, ALT
leadership trainers and WB II  Prepare profile for all  Tents
training trained unit  To provide each  Train 30 SLTs at adults in scouting [Jan –  stationery
leaders in each county with 4 ALT June]  LCD Projector
county. ALT/LT  To provide each  Conduct 3 PTC per county  Camera
 Total no of WB,  To provide each County with 2 [Jan – Dec]  Trainers
ALT, LT & Prog county with 40 WB ALT/LT  Conduct 5 WB courses  Out-source
awards issued. & 585 PTC holders  To provide each [March, May, July, Sep, trainers for
 Equitable  Train 150 leaders County with 8 WB Nov] specialized
distribution of at ALT [strike age & 117 PTC holders  Conduct National ALT areas such as
trainers & SLs balance]  Disseminate [June] First Aid,
in all Counties  Strike 50:50 ratio in accurate & relevant  National workshop for Disaster Mngt,
gender information CTCs [March] ICT, etc
representation stakeholders.  Select 1 leader per County  Budget
among unit to attend ALT course.
leaders trainers [June]
 Train 4 SLs at WB & 82 SLs
at PTC per county [Jan –

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 Dec]
 Attend school
managers/principal‟s
county/national
gatherings to talk scouting
and define their role in it.
Goal 2  Quality of unit  To conduct 5  Update all trainers  Conduct 1 refresher course  Tents
To achieve leaders trained. refresher on revised training for all trainers.[Feb.]  Stationery
quality in  Quality of workshops for all schemes.  Develop M & E tools[Feb]  Trainers
leadership trainers trainers.  Re-orient PTC  Monitoring and Evaluation  Trainers from
training trained.  To empower all training to camp of training activities other NSOs
 Number of DTCs & CTCs mode countrywide.[quarterly]  CTCs
scouts with relevant  Equip CTCs with  Conduct 3 training  M & E tools
receiving skills. skills in training committee meetings  Training
highest badges  Domesticate ICT needs assessment, [March, July, Nov] manuals & other
in training. planning, and  Equip each trainer with resources
 Periodic review of course mgt. training literature in both  Computer,
scheme, content  Apply use of print & digitized forms. digital storage
& mode. multimedia in [April] devices.
 Embrace research training  Training Team Meetings  Internet
 Benchmark with (March and October)  Budget
other NSOs  Develop benchmarking
 Establish checks tools [Feb]
and balances in the  Send selected trainers to
conduct of training take part in training
through good activities in other NSOs.
training &  Invite facilitators from
development other NSOs for
policy and M & E benchmarking purposes
e.g Asia.

Goal 3  Number of  Source  Equip the team  Buy 6 eight man tents  Room space
Improvement tents and national with training for field trainings.  Desktop
of the other training kit kit  Buy 6 sleeping bags. computers
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department‟s training  Equip each  Establish a  Source 3 desktop  Internet
resource base equipment county with 3 training computers for the  Outsource
for training eight man tent resource centre. resource centre. specialist in
activities. s(3X47 = 141)  Store training  Source LCD projector & braille
 Well  Develop and literature in digital camera  Books &
equipped publish/digiti both print and  Call for write ups on magazines.
modern ze, print, multimedia topical issues from  Stationery
training braille bind &  Source partners trainers. [Jan – April]  Librarian
resource reproduce and sponsors  Mount a writing  Trainers
centre. training workshop. [April]  Budget
 Number of manuals/  Package training
scout and notes. manuals in Braille
non-scout  Source for [May]
adults using useful  Source relevant books &
the resource resource magazines from ARO &
centre material from other NSOs [Jan – Dec]
facilities. ARO & other  Write proposals [Jan –
NSOs Dec]
 Be able to
generate funds
from the
resource
centre.

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CAMPS AND SITES
Overall statement of success: To provide KSA with functional camping and training centers in all Counties with a vision to Create
sustainable income

SWOT analysis

Strengths
 Trust from members of the public
 Good will from different stake holders
 Well defined programme
 Well defined structure
 Well established secretariat
 Strong volunteer support

Weaknesses
 Lack of trust and confidence among leaders
 Some dishonest leaders
 Poor implementation of laid down plans
 Bureaucracy that hampers decision making
 Donor dependency

Opportunity
 Government support
 World scout bureau support
 Pool of willing supporters and partners
 Availability of land/space
 Partners e.g. JIKA, UN Agencies

Threats
 Other youth organizations
 Other private developers
 Over crowded educational curriculum
 Land grabbers
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  Lack of trust by the partners/donor

PLANNING MATRIX
GOALS MEASURES TARGETS (5 years) TARGETS YEAR 1 ACTIVITIES AND TIME RESOURCES
LINES FOR THE YEAR REQUIRED
2013
Goal 1 Title deed  Acquire title Acquire 23 title deeds Evaluation and visits to Personnel
Identify and secure Letters of allotment deeds and documentations. all campsites and centers Well wishers
all KSA‟s Agreement letters  Acquire by the committees (Jan – Good will
properties and more land Dec) Government
assets in Kenya for counties support
 .Obtain 40
title deeds
Engage a physical planner Consultancy fee
(February –April)
 Ten centers. Interview and Employ
 Avail  Four centers five managers(February)
physical  Rowallan  Nyeri
plans.  Embu  Rowallan
 Machakos  Embu Personnel
 Kilifi  Machakos
 Kilifi

Goal 2  Improved  To have  Improve  Official opening of  Setting up of

To improve and facilities on established at infrastructure in the the Embu Scout the team
put up our sites least one (1) 4 major centers center new block building
infrastructures in  Investing in campsite in  Rowallan camp (July) Assault course.
the sites to provide more every of the 47  Embu  Commissioning of  Borehole
space for Training infrastructure counties.  Machakos the water bore hole at sinking for
and programme  Create  To create a  Kilifi Machakos Rowallan camp
activities conference tented campsite (March2013)  Travel expenses
facilities at at Rowallan  Acquire tents for  To put up 10 cottages  Committee
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To establish an Rowallan camp Rowallan camp at rowallan camp meeting
International camp  To create more  Improve kitchen (august 2013) expenses
Scouts camp in  Establish revenue for our facilities at  Put disclaimers  Air time
Nyeri in international 5 key sites and Rowallan camp (March) expenses
collaboration with center in make them self  Create a modern  Put up raised  Consultancy
ARO Nyeri sustainable conference facility campsites in Kilifi expenses
 More campers  Improve the and Rowallan camp  Legal fee
To create youth using our swimming pool at  Purchase of tents  Purchase of
friendly centers camping Rowallan camp and camping gears tents
that will address facilities  Establish revenue for hire and standard  Public Address
the needs both  Two youth programmes for the beddings at rowallan system
Scouts and non- friendly above-mentioned camp(April 2013)  Tents for hire
Scouts stimulus centers centers  Drilling a bore hole at  Office support
processes. created every  Create rover service Rowallan camp  Camping gear
year. crew at Rowallan (December) and equipment
camp and create  Training
internship  Have open galas/re-
programmes union
camps/bumper
camps in various
centers.(April)
 Permanent
programme activities
in all our Sites (Jan -
Dec)
 Extend power cable
from ARO to KSA
Goal 3  Collaborate  Have Scouts  Create two (2)  Collaboration with  Resource
To provide with like- who have contacts for international Scout persons
international minded gone through partnership in centers (Jan - Dec)  Consultancy
partnerships and organization the inter developing our  Collaboration with expenses
mentorships s to create partnership centers. WSB (Jan - Dec)  Certificates
programmes in our inter- programmes  Gilwell Park  Partnership with  Startup kit
camps and sites. partnership and have  Arab Region KWS(Jan - Dec)  Badges
21
 projects and established  Kanderstaerg  Partnership with  Air Ticket
mentorship their own  Mafeking KFS(Jan - Dec)  DSA
camps with money  Asia (Philippines)  Partnership with the  Training
our sites. At generating  Develop proposals community(Jan -
least five activities that structures Dec)
centers to be can support  Introduce camp
involved. them. badges(Jan - Dec)
 One visit
every year to
international
campsites.

Goal 4  Establish  Establish  Establish four  Have  Personnel

Making our centers four tree twining tree planting Environmental day  Financial
and sites, scenes of nurseries in programmes projects in our camps and sites recourses for
excellence our four key in our 4 key Machakos and (July) the
centers and centers. Embu and create  Engage partners establishment
recycling  Establish environmental who have similar of the tree
programme training corners in these objectives to nurseries
that will programmes centers. support our  Financial
change the in our 4 key  Establish two (2) camping resources
environment centers tree planting activities(July)  Personnel
within our projects in  Development of  Making of the
facilities. Machakos and recycling environmenta
 Develop sites Embu and create centers(July) l badge
and center environmental  Planting of trees in  Training
policies corners in these all our centers(July)
centers.  Develop
environmental
badge (July)
 Acquire insurance
for all Scouting
facilities(February)
 Introduce power
22
 saving jikos
Goal 5  Increase of  To have at  At least five  Advertise our  Publication
Market all our revenue. least 10 centers to record camp sites on of camps
camps and sites  Increased centers being a great increase mass brochures
number of self sufficient in camping media(newspapers  Market all
campers  Increased activities hence ) (January) our camps
visibility increasing  Advertise on and sites on
both at local, revenue stream. electronic media the web site
national and  Putting up using the  Proposals to
international modern organization Government
level wedding website.(January) of Kenya,
grounds  Online JICA,UNDP,
 Photo areas booking(January2 NACADA
 Nature trail at 013)
Rowallan camp
 Introduce notice
boards showing
payments for
various
activities/faciliti
es in our camps

23
 ICT AND OPERATIONS
Overall statement of success: To incorporate ICT in all KSA operations at all levels

SWOT analysis;

STRENGTHS
 KSA has government support and very strong and committed Scouts
 Goodwill

WEAKNESSES
 Poor internal and external communication systems
 Poor ICT structure

OPPORTUNITIES
 Partnerships
 Good working structures

THREATS
 Poor controls
 Lack of ICT Policy

Planning Matrix

Goals Measures Targets ( these Targets for year 1 Activities and Timelines for Resources required
should be targets the year 2013 for 2013 ( this will
for the 5 years) help to develop the
annual budget)
1. Ensure KSA  Level if ICT  ICT Competent  ICT Competent  Ensure each office in KSA  Training Cost
ICT & competence Executives Executives and is IT compliant by having  Machines Cost
Operations among KSA  ICT enabled key volunteers basic tools – e.g. Computer  Personnel cost –
Systems are Executives and offices; Head  Design and / Printer / Telephone Hire an IT
relevant an Key Volunteers office and update county (Feb) support staff.
effective.  No. of ICT county offices WebPages  Train the Executives and  Cost for
Machines within with internet,  Set up an key volunteers on development of
KSA structures; computers, internal KSA ICT(May) operational

24
 computers, scanners etc domain  Repair and Upgrade Manual
scanners,  ICT trained  Set up the existing computers and  File Server
printers scouts Rowallan Camp server(March) running costs.
 Scouts with ICT  Design and Business Centre  Establish operation flow
badges update County  Establish an charts of all manual
 Internet usage web pages online booking systems in KSA –
within KSA  Establish an system for our Operational Manual -
 A website that online media camps & Avail Flowchart
conforms to complain centre all existing KSA E.g. Accounting
international  Create web documents Procedures (March))
standards county portals online  Develop relevant
 An online media  Set up an  Periodic documents for Data
complain centre internal KSA reporting from Capture / Reporting
 Presence of domain all KSA tools(May)
online county  Establish a KSA operations for all  Computerize all training
portals intranet system committee chairs and programme manuals
 An internal  Fully Integrated – e.g. Weekly / and have them accessible
domain Operations Monthly on line at a cost as soon as
 KSA Intranet Manual for all  Development & programme is ready (June)
system counties Circulation of  March 2013 – to start
 Business centers  To have an KSA Operational sending a weekly
at Rowallan, operational manual operation report to all
Embu, Manual for Committee chairs. And
NyeriMachakos KSA weekly to do lists
and pertaining operations.
SiayaCentres
2. Use I.C.T for  ERP system  Install an ERP  Install an ERP  By end of April 2013 ERP  ERP software cost
proper within KSA system in KSA system in KSA – system to be running for  ERP Annual
management of  Proper  Train key SHOP / HQ / Shop / HQ / Embu Maintenance
Data Collection, registration personnel on EMBU  Database to be running by Costs
processing and functions the usage of the  Train key 2nd Quarter of 2013.Train  Training cost
storage  Proper ERP personnel on the Executives / Key
accounting  Introduction of usage of the volunteers on the ERP
functions electronic ERP System.
25
  Proper database registration  Establish online  Develop payment
function cards registration platforms by end of 2013.
 Computerize all  Enable Data Base Mpeas no, details to be
cost centers; payments  Develop the changed immediately
Rowallan, Embu, through Mpesa, KSA IT policy
Machakos and Zap, Paypal and circulate it
Nyeri  Information to Executives
security and volunteers
 Increased
efficiency in our
revenue centers
3. Embrace I.C.T  Validity of the  Valid  Valid  Work with Training and  Production of the
as a tool for information we information information Development Programme ICT budge
Research & give based on ICT based on ICT to develop content for ICT curriculum
Communication  Increased based qualitative based qualitative Badge - by June 2013  Training cost
internet speeds and quantitative and quantitative
 ICT Budge  Introduce ICT  Work with  Train executive and scout
budge training and leaders on ICT research
Curriculum programme to (June)
Introduce ICT in  Train Scouts and non
the curriculum Scouts on ICT at a fee (July
– Dec)

26
RESOURCE MIBILIZATION
Overall statement of success: Optimize Resource Mobilization from local and international sources through innovations and
adaptations to make KSA self-sustaining.

SWOT Analysis
Strengths
 Good will from the stakeholders.
 Scouts and Scout Leaders
 National Executive Committee
 Corporate
 NGOS -local and International
 Government
 Well defined structure
 Large number of Scout alumni and friends of Scouts ready to participate in Scouting.
 Projects activities and give resources.
 Availability of a comprehensive youth program to draw projects themes from.
 Willing volunteers to participates and run the projects activities.
 Being the largest youth movement in Kenya
 Available fixed assets.
 Strong Management team.

Weaknesses
 Lack of consistent financial base in the Association and over reliance on government and donor funding.
 Large number of Rovers without life skills for financial self sustainability
 Lack of proper policy on projects and partnerships leading to haphazard initiation and implementation of projects
 Bureaucracy that takes long to make decisions.
 Leaders are conservative and not willing to change.
 Some dishonest leaders.

Opportunities.
 Large number of both Scouts and Volunteer leaders.
 Credible movement with good structures and political good will.
 Large number of young people with strong parental support willing to join Scouting.
 Available prime land in almost every county for infrastructural development.
27
  Support from World Scout Bureau.

Threats
 Availability of alternative youth organizations with better programs and financial management.
 Lack of quality time for project implementation by Scouts and their Leaders.
 Lack of volunteerism spirit among the volunteers.
 Availability of Organizations with better motivation to leaders and project implementers.
 Economic hardships in the count
Planning Matrix
Goals Measures Targets ( these should Targets for Activities and Resources required
be targets for the 5 year Timelines for the for 2013
years) year 2013

Initiate and enhance KSA partnerships and raise numbers of Scouts

Increased -No. of formal Raise at least Ksh. 25m Raiseadditional - Conduct - Production cost
commitment and and informal from current partners funding from satisfaction surveys - Personnel for every
support of current meetings partners from among partners by partnership
NGO partners. betweenSecretari Ksh. 2m to Ksh. March - Consultancy fee
at and donors. 5m. - Acknowledge - Travel expenses
-Percentage of weaknesses and - Communication
yearly increase implement - Meetings expenses
in funding. recommended tasks - M & E costs
to address them by
May.
- Regularly hold
partnerfora Jan - Dec.
- Invite partners to
functions.
- Share milestones,
impact, results with
partners Jan-Dec.
- Discuss with
partners their future
28
Goals Measures Targets ( these should Targets for Activities and Resources required
be targets for the 5 year Timelines for the for 2013
years) year 2013

strategic direction
and new funding
areas Jan-Dec
- Periodically
conductevaluations
on funding and set
new targets April,
August &
November.

New partners join No. of new - Raise at least Ksh. - Raise at least - Research partners Research
the KSANGO partners 25m from new Ksh. 5m from with similar vision to expenses
partners’ enquiring about partners new partners KSA and create -Policy
consortium. and attending - Initiate at database by April guidelines
the KSApartner least 3 - Develop criteria / preparation
forum. partnerships check list to use and
per year before forging new production
partnerships cost
(partnership policy Travel
guidelines) by May. expenses
- Develop targeted -Meeting
communication and expenses
market KSA to
prospective partners
by June.
- List all partners
since inception and
re-engage them by
March.
- Explore possibility

29
Goals Measures Targets ( these should Targets for Activities and Resources required
be targets for the 5 year Timelines for the for 2013
years) year 2013

of twinning with
other NSOs by May.

Corporate sector No. of Raise at least Ksh. 25m Raise at least Identify and list -Travel
starts donating. companies from corporate sector. Ksh. 5m from companies to expenses
showing interest corporate approach (beginning -Meeting
and actually sector with closest e.g. expenses
donating. suppliers, our -
bankers, Safaricom, Communicati
Kenya Airways, etc.) on expenses
by April. -M&E
- Approach and ask expenses
for donations by
May.
-Do M/E and
intervene as
necessary Jan – Dec.
Raise resources No. of Raise at least Ksh. 50m Raise at least - Identify and list -Travel
from government from central and Ksh. 10m from potentialministries, expenses
government institutions county government central parastatals, Communicati
institutions/ministri working with government departments, cabinet on expenses
es KSA & principal -Meeting
secretaries, Directors expenses
by May.
- Make appointments
through these or
other friendly
government officials
by July.
- Approach them and

30
Goals Measures Targets ( these should Targets for Activities and Resources required
be targets for the 5 year Timelines for the for 2013
years) year 2013

market KSA and

lobby for land, grant
aid by July.
- Continue to lobby
and network with
the above by August
- Dec.

Creation of KSA Foundation

Establishment of -legal creation of Kenya Scout Kenya Scout Do research - Meetings expenses
the Kenya Scout the entity Foundation Foundation & consult on Legal fee
Foundation. established established. similar Consultation fee
foundation
by May. - Travel expenses
Presentation - Communication
to NEC for - Promotional
endorsement materials
by July. - Personnel cost
-Legal
Process &
enactment by
August.
-identification
of members
by Dec.
Present Impact Focus Areas or flagship projects to help catalyze the mobilization of extra-budgetary resources.

Recommend Number of new To initiate at least two To increase the - Develop proposal -Travel expenses.
necessary income streams (2) main income KSA revenues geared towards - Document
developments introduced. streams per year. by at least development of preparation expenses.
31
Goals Measures Targets ( these should Targets for Activities and Resources required
be targets for the 5 year Timelines for the for 2013
years) year 2013

within KSA and ksh.5 million camps, and training - Professional

create more revenue per year. centers by June. consultancy expenses.
streams. - Undertake major
physical
developments in our
campsites and
training centers by
September.
- Establish
entrepreneurial
activities that are
income generating
by July.
Empower counties - Net worth of - Well established and - Well trained - Capacity building - workshops
to be financially counties and financially managed county scout in governance for - facilitators
independent and to financial counties commissioners county scout
ultimately management - Raise at least Ksh. 1m in governance, commissioners (CSC)
contribute to KSA - Amount of from each of the 47 financial by May
money received counties management - Capacity building
from counties and in financial
entrepreneursh management and
ip entrepreneurship for
CSC by May
- Develop surplus
sharing formula
between counties
and KSA HQ by
June.
Diversify on Scout Number of new To introduce regulated -Introduce at - Source for camping - Communication
Shop merchandize merchandize and non-regulated least five gear and equipment expenses

32
Goals Measures Targets ( these should Targets for Activities and Resources required
be targets for the 5 year Timelines for the for 2013
years) year 2013

and distribution introduced and items at the Scout regulated Scout by June - Purchase expenses.
methods to reach distribution shop. items - Co-brand some - Adequate stock to
more people. methods To partner with - Introduce at items with other supply to the outlets
initiated. Supermarkets and least five non- partners by June and or franchise.
Counties to open Scout regulated - Supply Scout items
Shops outlets and or items. in the Supermarkets
franchise. - Negotiate by March
with at least - Supply Scout items
two main to the ten (10)
supermarkets. Counties by May.
- Negotiate
with at least
ten counties for
shop outlets.
Set up a framework Number of Supplement the -Identify -Obtain project -Documentation
to receive resource project proposal resource gaps in KSA flagship proposals from the expenses
requirements and & cost Programmes projects & sectors by March -Meeting expenses
project proposals identify -Match the proposals -Consultancy expenses
potential to current resources -Travelling expenses
sources for by April
funding. -Create composite
budgets by April
-Identify resource
gaps by April
-Approach potential
donors for funding
May – Dec
Enhance the Management of Resource Mobilization
Recommend Number of To Significantly - Introduce at - Production and - Publication expenses.
communication communication raiseawareness among least five (5) distribution of - Meeting expenses.
33
Goals Measures Targets ( these should Targets for Activities and Resources required
be targets for the 5 year Timelines for the for 2013
years) year 2013

strategies for strategies potentialpartnersofKS communication brochures by April - Travel expenses.

resource initiated. A‟s unique strategies for - Review periodically - Professional
mobilization. contribution to the RM. the contents of consultancy expenses.
development of youth, - Develop a resource
its comparative related set of mobilization in the
advantage communication KSA website Jan -
inimplementing guidelines for Dec
partnerprogrammes KSA staff to - Promote the
guide them in activities of resource
activities mobilization through
related to RM. the social media Jan -
- Enhanced Dec
recognition and - Co-brand with
appreciation of other corporate
the bodies by June.
KSA - Advertise the Scout
“Brand”among Shops, Outlets and
key or franchise on the e-
partneraudienc shop by March.
es
Improve internal Increased To computerize all the To computerize - Facilitate advanced - Cost of ERP and
control systems for efficiency and operations of RM the operations internet enabled accessories.
resource revenues in especially at income at the KSA systems. - Professional
mobilization. resource streams points. HQs. - Introduce online consultancy expenses.
mobilization. shopping, M-Pesa - Monitoring and
and PDQ systems of evaluation expenses.
payments.

Build Capacity on Knowledgeable At least five well- - At least two - Recruitment of one -Recruitment cost.
Resource officials with trained project well-trained Resource -Training cost.

34
Goals Measures Targets ( these should Targets for Activities and Resources required
be targets for the 5 year Timelines for the for 2013
years) year 2013

Mobilization proposal management project Mobilization officer -Personnel cost.

writing, project officerswho: management by March
management - Understand RM officers - Recruitment of one
skills - Write effective Partnerships &
proposals Projects officer by
- Communicate with March
partners - Capacity building
on development of
Partner Profiles,
project appraisal,
proposal writing, use
of performance
indicators, resources
& budgets by May.
Recognize all - Certificates of - Appreciation of all At least all - identify all partners -Production of
support received appreciation partners, individuals, corporates and who have certificates cost.
corporates, volunteers partners contributed to KSA -Meeting cost.
recognized over the years by -Travel expenses
November -Communication cost.
- Recognize them for
support by Dec

35
ETHICS AND QUALITY ASSURANCE
Overall statement of success: Quality and propriety in the practice of scouting

Swot Analysis
Strengths
1. Availability of the KSA Constitution
2. Availability of Human Resource policy and codes of ethics (scouts, volunteers, professional staff)
3. Availability of Policy Frameworks for all departments.
4. Availability of the POR
5. The scout Promise and Law
6. Availability of the Act

Weaknesses
1. Lack of updated KSA Policy, Organization and Rules
2. Newness of the department
3. Lack of a KSA professional staff directly in charge of the Department.
4. Lack of defined structure [national, county & district]

Opportunities
1. National drive for accountability and high performance levels among public servants
2. The Kenyan constitution

Threats
1. Lack of KSA Legal Advisor
2. Lack of designated KSA lawyer
3. Politics of regionalism
4. Ethnocentrism
5. Abuse of office

36
 Planning Matrix
Goals Measures Targets for 5 years Targets for year 1 Activities and Timelines Resources
for the year 2013 required for
2013
Goal 1:  Appraisal of  Set up a working  Design of policy  Committee review  Budget
Assurance performance of adults committee framework. meetings (Jan, April,  Stationery
of quality in in different functions  Complete a  Set up committees August, Dec)  Transport
all of KSA. departmental  Design & produce  Writing Workshop
operations  Improved youth policy framework operational tools. for committee
of scouting program delivery  Design operational  Sensitization of members (Jan)
 Improved quality & tools i.e NEC members &  Awareness
quantity of trained M &E tool county drives.(Jan – Dec)
adults  Set up commissioners.  Production of code of
 Quality and quantity departmental  M& E the 10 hubs. ethics (Jan)
of scouts operational  Sensitization of NEC
 Good management of structures at members & county
scouting at all levels county & district commissioners. (Feb
 Number of hubs levels. – April)
visited.  Produce  Visit the 10 hubs for
 Number of reports operational M & E purposes (Feb
produced. tools/guidelines. – Dec)
 Sensitization of all
stakeholders.

Goal 2:  Adherence to KSA  Good financial  Design of policy  Process pending  Budget
Ensure codes of ethics by all practice among all framework. cases from 2012.  Stationery
accountabili  Accountability in mgt adults in scouting.  Set up operational  Quarterly committee  Room space
ty, of all scout affairs  High integrity and sub-committees meetings and  Transport
observance  Number of cases moral decorum  Design M & E reports
of scout reported and among adults in operational tools.  processing cases
values in the processed to scouting (national & county)
37
practice of conclusion.  Reduced  Attend various scout
scouting  Reduction of disciplinary cases fora to create public
unethical issues awareness
 Produce/publish
code of conduct
&regulations

38
SECURITY
Overall statement of success: Be a World Class source of Security, safety and leadership and empowerment among the youth

Swot analysis

Strengths
 Public good will
 Government of Kenya
 Good network
 Community support
 Policy Organization and Rules (P.O.R)
 Constitution
 Strong Management
 Membership base

Weakness
 Lack of policy guidelines
 Abuse of office
 Lack of documentation
 Lack of trained personnel
 Lack of proper records for Scout properties
 Lack of proper maintenance of the facilities
 Failure to secure our properties
 Weak handing over procedures

Opportunities
 Kenya wildlife support
 Kenya Police support
 Provincial Administration support
 Kenya Forest Service support
 Scouts network
 Public support

Threats
39
  Land grabbers
 Vandalism
 Proximity to Kibera
 Untrustworthy leaders
 Burglary
 Commercial Scouting
 Lack of discipline amongst membership

PLANNING MATRIX
GOALS MEASURES TARGETS (5 TARGETS YEAR ACTIVITIES AND TIME RESOURCES REQUIRED
years) (YEAR 1) LINES FOR THE YEAR
2013
Goal 1  Total  Ensure the  Put in place  Purchase security  Training
To put in number of security security and and safety  Meeting expenses
place training and safety safety measures equipment.  Visits to various
security and camps and of the 10 in at least 10  Employ security camps expenses.
safety event sites training centers. supervisor with  Purchase of security
measures in secured centers and  Ensure drug free relevant experience equipments.
all our  Have rovers camps. environment in (May 2013).  Legal fee.
training and trained as  Establish all KSA activities.  Train rovers in  Professional
camp security kennels for  Purchase of 6 security and events consultation expenses.
centers. personnel dog safes for all cash management  Salaries for the
breeding mainstream areas (november2013) security staff.
and have  Nyeri  Have proper  Office equipment.
stud dogs  Camp identification and
 Ensure office documentation of
drug free  Accounts staff working at KSA
environmen office  Purchase of 2
t in all KSA  Scout dogs(April 2013)
activities shop  Install alarm systems
 Embu in key sensitive
center areas(November
 NECs 2013)
office  Scout shop in
40
 town
 Rowallan shop
 Rowallan gate
 Create a strong room
for storage of
sensitive documents
Goal 2  Safety and  Provide  Ensure  Writing security and  Prepare security and
Prepare security security to Founderee, safety guidelines for safety guidelines for
security and presence all our Camporee, all our Scout events. all Scout events.
safety during all calendar Scout  Prepare disclaimer  Production of
guidelines Scouting events. competitions in all our sites, guidelines.
for all our events  Introduce camping/hikes centers and activities  Production of posters.
scout events. occurrenc expeditions,  Dissemination of the  Distribution of
e register wood badges, guidelines. posters.
in all our meetings and  Travelling expenses.
events workshops are
secure.
 Introduce
occurrence
register in all Buy 6 phones for the
. our events centers(July)
 Put in place  Ten  Have six  Outsource security  Consultancy fee
hotlines in centers to hotlines active experts(May)
all centers have  Purchase five sets
hotlines of VHF
radios(May)  Control room

Goal 3  Availabili  Have a  Complete the  Have a master  Travelling expenses.

Ensure all ty of a trained and safety and security inventory of all KSA  Establishment of
KSA assets security able guidelines for all assets in all our strong room.
are secured plan security our Scout centers. facilities.  Fencing of our
 Campsite personnel  Tagging of scout  Ensure proper facilities.
Formulate safety to ensure assets including records of assets  Insurance
and provide and the safety of engraving and ready for disposal. -Assets
41
security security all KSA labeling  Ensure proper -Activities
guidelines to documen assets.  Complete the documentation of all -Events
KSA staff t.  Tagging of security and safety KSA assets e.g. titles,  Consultancy
and guest,  Formulat scout assets plan for KSA staff agreements, letters of  Personal expenses
volunteers e camp including and guests. allotments and  Training expenses.
and scout rules in engraving contracts.  Travel expenses.
leaders. all and  Ensure proper  Purchase of safety and
centers labeling storage and safety of security equipments.
 Groups  Provide the documents and  Training
camping security assets.  Ambulance
to avail and safety  Ensure disaster  Fire
introduct plan to all response services are fightingequipments
ion letters KSA offices on ground during  Control room
from and guests. our events.  Operation room
institutio  To establish disaster  Personnel
ns and response teams in all
parents. our centers.
 Introduce a guest
register at the gate
 Introduce car stickers
for the visitors, staff
and residents in all
camps

 Introduce Disaster
response team at
rowallan(December)

42
Goal 4  To design  Have trained  Train one Rover  Equipment
Establish a -Training a usable one Rover Crew at Rowallan  Resource people
National manual in place. manual Crew. (Nov)  Rovers
Training -5 rover crews for Rover  Designed the  Acquire basic
programme trained. crew training equipment
on Security, -Disaster prep. security manual and  Identify and set up
Safety and Equipment training. program. an appropriate
Disaster installed.  Acquire  Identified and assault course in
preparedness disaster set up an Rowallan
management prep. assault course.  Establish a store
Equipment  Established a for equipment
and install store for  Design a usable
 To train a 5 equipment. training manual.
Rover  Acquired basic  Write two
crews. equipment and proposals to
had the organizations that
installed. deal with similar
program

43
CORPORATE AFFAIRS AND COMMUNICATIONS
Overall statement of success: To promote and enhance the Kenya Scouts Association‟s Corporate Affairs and improve
communications nationally and internationally through well-planned activities and publicity.

SWOT analysis

Strengths
 KSA has exemplary reputation and recognition
 KSA has the numbers and geographical spread
 KSA has an International linkage
 KSA has strong support from the Government and other Stakeholders
 KSA has committed and dedicated Scouts and Scouters

Weaknesses
 Poor internal and external communication systems
 Lack of a Communication Strategy
 Weak positioning of the brand
 Status issues; perceived as elitist, (Ref: Scout Uniform)

Opportunities
 KSA has a fantastic national and international network, that can be utilized to great advantage
 The ever increasing number of schools in the country offers great opportunities for recruitment
 The youthful population in the country is yet another opportunity to be tapped into
 Aggressively seek strategic involvement of Scouts in national and international events
 Actively engage the public via events, trainings, media and CSR (Community Social Responsibility) to make Scouting
relevant
Threats
 Outdated communication systems
 Lack of information security
 Fraudulent Scouting
 Loss of existing members/limited registration due to seemingly prohibitive costs, especially in marginalized areas

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 Planning Matrix
Goals Measures Targets ( these Targets for year 1 Activities and Timelines for the year Resources
should be targets 2013 required for 2013
for the 5 years) ( this will help to
develop the
annual budget)
1. To raise the  Number of  Create the  To strengthen  Validate the KSA Communications  Budget
Scouting Profile Scouts right internal and Strategy (Feb)  Personnel
and increase registered perception and external  Regularly hold Communications and  Consultancy
Visibility of  Number of new understanding communications Corporate Affairs Meetings (Jan –  Expenses on
KSA to Partners of the KSA  Start Radio and Dec) meetings
members and  Positive Media Brand TV  Hold Communication and PR  Production
the general Items in the  To sell the Channels/Progr Workshop for KSA Officials (May) costs
public Broadcast Scout Brand to ammes that are  Hold Press Conference by the Chief  Research
Media all Counties owned and Commissioner (Feb) Costs
 Positive Media  To Partner and managed by  Train Rovers on Communication and
Items in the establish KSA Journalism (March, June, September)
Print Media projects with  Introduce a  Conduct qualitative Research of
 Workshop for like-minded Scouts Badge for Scouting, with continuous updates
Key Scout partners communication (Jan – Dec)
Officials  To strengthen  Standardization  Circulate a Bio Data Form for all
 KSA events internal and of County Scouts to fill for the Communications
covered and external Letterheads and Database (Feb – March)
documented, communicatio County Scouts  Introduce a KSA e-newsletter (Feb)
internally and ns Commissioners  Disseminate the e-newsletter to all
externally  To harmonize Cards schools, colleges and universities
 Establishing a the KSA  Develop a KSA both public and private on monthly
Scout‟s TV signages Communication basis
Channel  To promote the Database to aid  Design standard county letter heads
 Developing KSA Brand communication and CSC Cards (March)
Radio  Develop Radio internally and  Numerous ADs in the Press and
Programmes on programmes to externally electronic media (Jan –Dec)
Scouting be aired on  Extend  Produce ICT materials (Posters,
 Develop a KSA radio communication newsletters, brochures, fliers,
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 Communicatio  Start a TV to the magazines to give to Scouts and
n Database to Channel that is marginalized partners (Jan – Dec)
aid owned and areas through  Develop a KSA House Style Policy
communication managed by special support (Feb)
internally and KSA  Regularly engage in internal and
externally external KSA Events Coverage (Jan –
Dec)
 Work with Programme Department
on content of the Communications
Badge (March)
 Carry out preliminary study for
setting up a TV Station; Licensing,
Consultancy, Training of Staff, etc
(May – June)
 Develop and Run series of Radio
Programmes on existing Radio
Stations (May – Nov)
 Continuous Communication
Research (Jan – Dec)
 Introduce New media to KSA e.g.
live streaming of KSA events (Jan –
Dec)
 Conduct a KSA Brand Audit and
Image Survey (March - April)
2. To strengthen  Number of  To develop co-  To develop co-  Harmonization of ICT Materials  Production
the means of Magazines branding branding (Cards, Certificates, Warrants) (Jan – costs
communication produced partnerships partnerships Feb)  Research
through ICT  Number of ICT with like with like  Production of ICT Materials costs
materials, Materials minded minded including monthly e-newsletter,  Personnel
advertising and produced partners partners Quarterly KSA Magazine, KSA Costs
the website  Number of  To reach all the Annual Report, KSA History Photo
among others adverts produced public and Book and Annual Documentary, etc
 Traffic use of the private (Jan – Dec)
website; daily primary and  Weekly updating of the KSA website
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 and monthly secondary
 Engagement with schools
Social Media: through
Facebook, dissemination
Twitter, Skype, of ICT
YouTube e.t.c Materials
3. To ensure  Existence of  Achieving a  Achieving a  Validating the Code of Ethics, KSA  Production
courtesy, KSA Professional Professional Communications Strategy and the costs
etiquette, Communication Image Image House Style Policy (Jan – March)  Research
customer care s Strategy  Professional  Media Publicity (Jan – Dec) costs
and discipline  Existence of Communicatio  Editing and Proof reading all  Consultancy
when KSA House ns at all levels documents originating from KSA fees
communicating, Style Policy (Jan – March)
both internally  Existence of a  Develop a service chatter (Feb)
and externally Service Charter

4. To upgrade and  Existence of a  Ensure KSA is  Continued  Conduct a Customer Satisfaction  Procurement
strengthen the feedback and up to date with update of Survey (March – April) costs
operations of appraisal system Media and professional  Procure VOIP (Voice Over Internet  Research
Corporate for KSA‟s Communicatio image and KSA Protocol) Equipment to facilitate costs
Affairs and internal and n changes Brand communication (March)  Consultancy
Communication external  Continued  Embrace high  Procure and Install Video fees
s System to a communications update of levels of ICT in Conferencing facilities at KSA (May)
modern  Set up an professional KSA  Train KSA Staff/ Volunteers on
capacity equipped image and Communication VOIP and Video Conferencing
Communication KSA Brand s processes (March)
s Department  Embrace high  Install a BULK  Procure relevant Communications
 Feedback to our levels of ICT in SMS system in Softwares (March)
e-mails KSA KSA  Procure High Tech Cameras ( March)
 Feedback/ Communicatio  Send periodic duty reminders to KSA
Comments from ns processes Staff and volunteers eg. „send out
the Social Media  Install a BULK minutes‟ (Jan – Dec)
 Periodic SMS system in  Send out periodic updates to
appraisal of the KSA volunteers about KSA
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 Communication  Update current PC‟S/ Servers for the
s Department Communication Department (Feb –
 External Media April)
perspectives and  Enhance Digital Data Storage (Feb)
coverage  Establish a customer desk at the KSA
 KSA internal office for visitors to surf and enjoy
Digital Data other ICT Services such as printing
Back up (March)
 Recruit a Communications Intern/
Assistant to assist in the Department
(possessing relevant communication
skills) (Feb)

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