DETAILED PROJECT WORK PLAN

Transcription

1 Attachment A Social Entrepreneurs, Inc. Capacity Building Academy II DETAILED PROJECT WORK PLAN A detailed work plan is provided below showing the individual tasks that are envisioned in order to fulfill all aspects of the project scope and approach described in the proposal. The estimated hours required from SEI and target timeframes for each task are also provided; hours are divided according to type of resource (Consulting Manager and Project Support). The timeframes assume that work can start by July As noted in the body of the proposal, all timeframes are preliminary and are subject to change until a definitive timeline is developed as part of a professional services contract extension. DETAILED WORK PLAN Task # Description Timeframe Principal Support Notes PHASE 1: PROJECT KICKOFF AND ORIENTATION 1.1 Prepare sustainability calendar and topics, RFA materials and forward to First 5. Schedule kickoff meeting. 1.2 Conduct telephone meeting with First 5 to review and revise detailed project workplan, revise RFA selection criteria, and determine calendar and priority participants and timing for Workshop # 1: Introduction to Sustainability Planning. 1.3 Draft RFA and Workshop # 1 materials. Create and distribute CBA I Advanced commitment form and calendar for graduates. 1.4 Distribute the RFA and CBA I Advanced commitment form Jul Jul-11 2 Via teleconference Jul Jul Revise Fact Sheet, RFA and calendar, Draft commitment form for CBA Advanced 1.5 Collect RFA responses and forward to First 5 with recommendations for pilot participants. Collect CBA I Advanced Commitment forms. Aug-11 2 Time estimate includes time for Commission review and SEI revisions based on that review.

2 1.6 Meet with First 5 to review each grantee response, along with any additional insights from the Commission about the individual grantees that may be useful to SEI in working with them (e.g. special issues facing their programs, known strengths and challenges, language or cultural preferences, etc.) Select CBA II participants and verfiy CBA I Advanced participants. Aug-11 8 On site meeting with Commission staff to review the grantee list and obtain insights about each grantee and make SEI coaching assingments. 1.7 Revise materials for CBA II Orientation and CBA 1 Advanced. 1.8 Create acceptance and rejection letters and issue electronically to applicants. Send CBA II Advanced confirmation letter. 1.9 Contact each of the grantee agencies and schedule Workshop # 1: Introduction to Sustainability Planning and Orientation. Aug Aug consultant will be assigned to each agency with no more than either consultant working with 5 agencies total per consultant to offer flexibility in providing TA throughout the project. Aug Average 20 minutes per agency; multiple calls will be needed for some agencies. Travel time during the phase 12 Subtotal for phase - hours $4,350 $765 PHASE 2: ASSESS CURRENT SITUATION AND ASSETS 2.1 Prepare and conduct Workshop #1: Introduction to Sustainability with all selected participants to review the sustainability planning process and eight essential elements with them, discuss what is required from each grantee to participatem create schedule and orient them to their sustainability consultant. Establish optimal communication mechanism with each participant. Create materials for CBA I Advanced quarterly learning events. Sep consultants for 1 day.

3 2.2 Conduct CBA I Advanced quarterly learning session on Sustainability Logic Model and Evaluation. 2.2 Develop materials for Workshop #2 Assessment including excel spreadsheet to compile assessment results, power point presentation and assessment tool. 2.3 Conduct Workshop # 2: Assessment and establish calendar and communication mechanisms with each grantee. Create timeline for completions of assessment. 2.4 Technical assistance meeting with grantees to review assessment results, obtain and review documents or other available information about those previous efforts so that the prior work can be used as the starting point for discussion in upcoming planning sessions. Capacity Building with CBA I Advanced participants. 2.5 Obtain a copy of the completed selfassessment from each grantee agency; analyze the information and use the findings to determine how to customize the rest of the planning process for each agency (e.g. to build upon already-completed work, leverage existing strengths and focus more planning time on areas that were rated lower). 2.6 Forward recommendations and feedback to grantees for inclusion in sustainability plan. Sep consultants for 1 day with travel combined with CBA II Sep-11 4 Includes customization of an excel spreadsheet to map assessment results for First 5. Nov consultants for 1 day linked with Workshop # 3 to contain travel costs Nov Average of two hours per agency, plus support time to assist with follow up with agencies to request/obtain their completed selfassessments. Nov Average of one hour per agency (will be more for agencies that have done relevant work but will not apply to other agencies that have not done recent work on sustainability elements). Dec Travel time during the phase 20 Subtotal for phase - hours $16,500 $360

4 PHASE 3: SET SUSTAINABILITY VISION AND RESULTS 3.1 Prepare agenda and facilitation guidelines for planning session to define sustainability plan vision and scope; discuss with all members of the SEI project team to ensure consistency of approach across all consultants and grantee agencies. Sep Conduct Workshop #3: Sustainability Vision and Results 3.3 Allowance for Capcacity Building I Advanced support and trainings 3.4 Follow up with the agencies and provide technical assistance to support agencies in defining vision and results to be sustained. 3.5 Document results of scope/vision planning session for each grantee agency; and forward to grantee to document within the sustainability plan template. Nov-11 8 Combined with Workshop 2 to reduce travel costs. Nov Estimated at 4 hours per agency for 8 agencies Dec Average of two hours per agency, plus support time to assist with follow up with agencies to request/obtain their completed selfassessments. Dec Average of one hour per agency of support time, plus one hour for consultants to review notes. Travel time during the phase 24 Subtotal for phase - hours $14,250 $270 PHASE 4: PLAN FOR COMMUNITY SUPPORT 4.1 Prepare standard agenda and facilitation guidelines for Workshop # 4: Plan for Community Support; discuss with all members of the SEI project team to ensure consistency of approach across all consultants and grantee agencies. Nov hours consultant time plus 8 hours to prepare participant materials. 4.2 Conduct quarterly CBA 1 Advanced session on implementing Communication Plans Jan Travel combined with workshop for Broad- Based Community Support

5 4.3 Conduct Workshop on Broad-Based Community Support and Key Champions. 4.4 Conduct technical assistance meeting with each grantee to define Broad-Based Community Support and Key Champions within the sustainability plan template; document results and distribute draft notes to agency representatives for their inclusion in the sustainability plan. 4.5 Allowance for Capcacity Building I Advanced support and trainings 4.6 Analyze the sections of the sustainability plans completed to this point across all grantee agencies to identify compelling opportunities for agencies to collaborate on shared strategies; discuss opportunities with rest of SEI project team so they can be presented to the grantees in the next planning session. Jan hours for each consultant Jan Average of 4 hours per agency (2-3 hours meeting time plus allowance for agency-specific preparation, travel and communications). Jan Estimated at 4 hours per agency for 8 agencies Jan Average of 1 hour per agency plus 6 hours support time to map and document results. Travel time during the phase 40 Subtotal for phase - hours $18,900 $ Prepare Workshop # 5: Internal Systems and Relationships including lessons learned from other First 5 Commissions and CBA I Advanced agencies that have completed sustainability planning. 5.2 Conduct Workshop # 5: Internal Systems and Relationships including lessons learned from other First 5 Commissions that have completed sustainability planning. Oct hours to prepare materials. Jan consultant for 1 day.

6 5.3 One on one technical assistance meeting with each grantee to develop strategies to leverage strengths and improvement opportunities for internal systems; focus on elements to enhance ability to adapt to changing conditions. Feb Average of 2 hours 5.4 Provide notes from technical assistance session on Strong Internal Systems and Adaptability to Changing Conditions to each grantee agency for inclusion in sustainability plan. 5.5 Map results of Strong Internal Systems and Adaptability to Changing Conditions across grantee agencies; distribute to First 5 staff for review and feedback on followup opportunities. March-April 2012 March-April Average of 1 hour 4 Travel time during the phase 12 Subtotal for phase - hours $7,800 $450 PHASE 6: CREATE STRATEGIC FINANCING PLAN 6.1 Prepare standard agenda, materials for Workshop #6: Strategic Financing Plans (to include template for long range financial forecasts); discuss with all members of the SEI project team to ensure consistency of approach across all consultants and grantee agencies. Create tools and templates for CBA I advanced. Jan Conduct quarterly CBA 1 Advanced session on Fund Diversification tools and templates 6.3 Conduct Workshop #6: Strategic Financing Plan and schedule two technical assistance sessions with grantees to complete the plans. 6.4 Obtain and review information from each grantee about current expenses and funding sources as well as known changes that are expected to either expenses or revenue streams. Mar Travel combined with workshop forstrategic Financing Plan Mar consultants for 1/2 day combined with Workshop # 7 Mar Average of 1.5 hours per agency, plus support time to assist with following up with agencies to obtain the information.

7 6.5 Conduct onsite technical assistance session on cost/resource management strategies and analysis of the current financial profile for the program in order to identify anticipated future funding gaps. 6.6 Conduct CBA 1 Advanced TA on implementing Fund Diversification Tools and Templates 6.7 Provide notes on cost/resource management strategies to grantees to incorporate within the sustainability plan template; review draft of the complete plan by agency and provide feedback to agency representatives. 6.8 Conduct an additional webcast technical assistance planning session specifically focused on revenue generation strategies in order to select income strategies for the sustainability plan and set goals for these strategies (e.g. timeframe for implementing funding strategies and target amounts to generate from each strategy). 6.9 Document revenue enhancement strategies session notes and provide to agencies to incorporate within the sustainability plan template Allowance for additional telephone, and webcast support to grantees throughout the planning process. Apr Average of 4 hours per agency (2-3 hours meeting time plus allowance for agency-specific preparation, travel and communications). Apr Average of 4 hours per agency (2-3 hours meeting time plus allowance for agency-specific preparation, travel and communications). Apr-12 8 Average of 1 hour Apr Average of 2 hours per agency Apr Average of 2 hours May Average of 1.5 hours Travel time during the phase 24 Subtotal for phase - hours $27,300 $1,080

8 7.1 Follow up with grantees to obtain their final versions of sustainability plans and provide comments/suggestions on changes to the sustainability plan. 7.2 Prepare standard agenda and Workshop materials for Workshop # 7: Implementation plans for development of one-year implementation plans; discuss with all members of the SEI project team to ensure consistency of approach across all consultants and grantee agencies. 7.3 Conduct Workshop # 7: Implementation Plan 7.4 Conduct final technical assistance session with each grantee agency to develop a one-year implementation plan or action plan. Identify potential funders and other stakeholders to include at the Resource Forum. 7.5 Review draft implementation plan for each grantee agency; provide feedback to agencies, analyze cross agency strategies and forward to First 5 for their review. 7.6 Conduct quarterly CBA 1 Advanced session on Participant determined topic. 7.7 Create and distribute presentation tools to CBA II participants and provide on demand telephone coaching on presentation materials. 7.8 Dreass Rehearsal for Resource Forum. 7.9 Collect final sustainability plans and implementation plans, create agenda and materials for Resource Forum and schedule/arrange logistics for Resource Forum Conduct Resource Forum and issue evaluation forms Develop final report of Planning results, evaluations, recommendations for follow-up and lessons learned and forward to First 5. May Average of one hour Mar hours consultant time plus 8 hours to prepare participant materials. Mar-12 8 Travel combined with Workshop # 6 May Average of 3 hours per agency (2-3 hours meeting time plus allowance for agency-specific preparation, travel and communications). May Average of 1.5 hours Jun Travel combined with Resource Forum Jun Jun consultants for 1/2 day each Jun hours to create Resource Forum materials. 8 hours support for logistics. Jun consultant for 1 day. Jun

9 Travel time during the phase 18 Subtotal for phase - hours $19,800 $1,373 PROJECT TOTAL Total Hours Professional $113,828 $108,900 $4,928