Overview of VISTA/PSAYDN Sustainability Planning September 18,2013

Overview ofVISTA/PSAYDN

Sustainability PlanningSeptember 18,2013

Center for Schools and Communities

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Today’s Webinar

O This is an overview of the process for the sustainability planning project. It is meant to determine if this is a good fit for your program

O CommitmentO Five Modules In Planning Process

O Elements of Sustainability O Defined by The Finance Project O Structure for Sustainability Planning

O Planning to Plan2

Purpose of Sustainability PlanningO Clarifies where you are and where you’re going

O Demonstrates the value of your work

O Secures resources and new partners for your cause

O Positions you for long-term success and planning

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What’s the Commitment?O Core sustainability planning group (7-10

people)meet 3 – 6 hours per month for

8months. O Staff person as Project Site Leader

Prepare and following up on meetings. 1 day per month for 8 months

O Arranging monthly check-up meetings (by phone or in person)

O Communicating to stakeholders in between meetings

O Working with PSAYDN VISTA staff to develop agendas

O Collecting data and compiling informationO Two awareness events

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Commitment OFive Modules Covering Eight Key

Elements

OCore Sustainability Planning Group Facilitation

OLarge Group connections with other selected groups

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Modules and Elements in the Planning Process

I. Building A Sustainable Initiative1. Vision2. Results Orientation II. Developing Vision and Results3. Strategic Financing Orientation 4. Broad Base of Community Support III. Creating A Strategic Financing Plan5. Key ChampionsIV. Building Capacity and Support6. Adaptability to change 7. Strong Internal SystemsV. Developing The Written Plan8. Sustainability Plan 6

Module I: Building a Sustainable Initiative

O Complete Self Assessment

O How do we rate with the Eight Elements of Success?

O Provides foundation for Planning Efforts

O Who will be involved?7

Element I: VisionWhat Does Success Look Like?

OUnderstandableOWhat is your mission?OHow are you fulfilling this mission?

OCompellingOEncourages outside support

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Module I

Element Two: Results OrientationOClearly define results

O Identify measurement towards results

OMake adjustments and course corrections

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Module I

Module II: Developing Vision and Results

O What programs/activities do we want to include in the plan?

O What does success look like?

O How do you measure progress?

O Can we develop a logic model that explains our work?10

Element Three: Strategic Financing Orientation

O“Financing for what”OEstimate fiscal needsOIdentify current resourcesOAssess funding gaps OIdentify funding sources and

financing strategies11

Module II

Module III: Creating the Strategic Financing

Plan

O What will it cost to run these initiatives over the next three fiscal years?

O What resources do we have legal commitment for in the next three years?

O What resources do we still need?12

Element Four: Broad-Based Community Support

O Identify stakeholders whose support is critical

ODecide vehicle to involve stakeholders

ODevelop and implement outreach efforts13

Module III

Element Five: Key ChampionsO Leaders from:

O Business O Faith-based institutionsO Government

O Vital force to generate:O Public willO Increased resourcesO Influence government decision makers

O Target those with interest in initiative14

Module III

Module IV: Building Organizational Capacity and

Community SupportO Can we implement the strategies?

O What are the external and internal considerations ?

O What type of external expertise do we need in order to be successful?

O Who are the key champions we need to bring on board?

Element Six: Adaptability to Changing Conditions

OAnticipate, influence, respond

OBe aware of current research and data

OUse research

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Module IV

Element Seven: Strong Internal Systems

OFiscal systems

OHuman resource systems

O Information systems

OCommunication systems17

Module IV

Module V: Developing and Writing the Plan

O Who is writing our plan?

O How will we review the written plan?

O What are our tasks and who is responsible?

O What are our timeframes and milestones?

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Element Eight: Sustainability PlanODemonstrates effort, knowledge of

where and how to reach goals

OProvides confirmation of agreement

OUseful in marketing vision

OGuide for ongoing management 19

Module V

What’s It All About?

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OClarify vision/missionODecide what to sustainOutcomes/end resultsO Identify the strategies usedOCultivate broad community supportOPursue a variety of funding optionsOWrite a Plan!!!

What’s First? Determine your readiness to participate

ODo you have an established organizational structure for your initiative?

OAre you implementing strategies and activities?

ODo you have initiative leaders and staff who can devote time to the process? 21

Is it a good fit?

Who Should Be Involved?O Internal

ODecision-makersOManagementOCustomers

OExternalOPotential New PartnersOBusinesspeopleOPolitical LeadersOTrendspotters

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Is it a good fit?

Schedules and Assistance • Eight months training• First meeting is Planning to

(conference call or in person)• Two One-Day Trainings

O Group work in the modulesO First training: October 25thO Second training: January 24th and 31st

• Two Video or Phone Conferences• Ongoing Technical Assistance from

VISTA

Is it a good fit?

Planning to PlanHeld in before first training on October 25th

Goal O develop a realistic work plan for sustainability planning

process• Define scope of plan• Identify activities local leaders will most likely

support• Ascertain who needs to be involved in process• Decide how input from all stakeholders will be

structured• Collect needed information• Write out timeline/work plan 24

Takeaways for Today..O Think about the importance of sustainable

financial planning

O Understand the time and resource commitment needed to do it well

O Decide whether this process can help you

O Have tools to decide if you’re ready to invest in the process

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After the WebinarO You will receive a Letter of

Agreement via email. Please fill out an return by email if interested in the Sustainability Planning Process.

O Please fill out survey attached to email

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VISTA Contact InformationEmily MianoNutrition and Sustainability Coordinator AmeriCorps VISTA Pennsylvania Statewide Afterschool Youth Development Network

Center for Schools & Communities 275 Grandview Avenue, Suite 200Camp Hill, PA 17011www.center-school.org

Phone: (717) 763- 1661, Ext. 107

Fax: (717) 763-2083

Email: emiano@csc.csiu.org A division of the Central Susquehanna Intermediate Unit