Implementing a Half-day Training Conference

at the SA Campus of VA NYHHS for Members of

the Faith-based Community

1

Stanley De Veaux

Chaplain Resident

St. Albans Community Living Center

August 28, 2015

Voice of the Customer (VOC)Veterans: ”Pastors need a better understanding of emotional disorder

veterans experience such as PTSD.”

”…Be prepared to provide information on jobs or housing for vets.”

”Not all veterans want to be put on display.”

”Some Vietnam veterans have not gotten over how they were treated upon returning home in the late 60’s and 70’s.” ”Some would just like to blend in with the congregation.”

Faith-based groups:

“What are some of the physical and spiritual issues facing veterans rerunning home after their active duty experiences?”

2

Initiate

• Concept: Plan and host a half-day training

conference for members of the faith-based

community (places of worship) in Queens,

NY, focused on educating them about some

of the needs of Veterans and their families,

how they can help and when to refer them

to VA NYHHS if needed

3

Initiate

• Feasibility and Approval: Concept was

discussed with the St. Albans Leadership,

Chief of the Chaplain Service, the Public

Affairs Officer and others regarding the

feasibility and use of VA NYHHS resources

4

Plan

5

Plan

• A charter was developed outlining the

scope, business case, aims, opportunities,

metrics and project timeline, using project

management methodology

6

Business Case Opportunity Statement

• The faith-based community would like to

support Veterans and their families but

need some assistance in knowing how

best to provide help.

If the aim of this project is achieved, it may also result in…

• Provide improved spiritual and pastoral care in the community

for veterans .

• Provide education and resource literature for community clergy

support persons, regarding physical, psycho/social, and

spiritual health issues often experienced by veterans and their

families.

• Increase enrollment and utilization of VA NYHHS

Goal Statement Scope

• Aim: Plan and host a half-day training event for members

of the faith-based community (houses or worship) in

Queens, NY, focused on educating them on the needs of

Veterans and their families, how they can help and when to

refer them to VA NYHHS if needed

• Key Metric: Likert scale score of self-perceived knowledge

of Veteran issues

• Data Source: Locally developed Likert scale

• Frequency : pre and post event

In Scope:

• Audience is invited faith-based community in Queens

• Presenters from VA Staff, discussing physical, psychosocial issues,

and spiritual issues of veterans

• Indications and logistics of referral of veterans to VA NYHHS

Out of Scope:

• Representatives of Veteran Service Organizations

• Instructions on treating veteran physical and psychosocial issues

Project Plan / Timeline Team Members

Milestones

Initiate

Plan

Execute

Monitor/Control

Close

Planned Completion Date

5/15/15

5/29/15

6/29/15

7/24/15

8/7/15

Actual Date

4/24/15

6/10/15

6/15/15

7/9/15

8/6/16

Name

Stanley de Veaux

Alan Wikler

Andrew Sioleti

TBD

Department

Chaplain Svc.

QM

Chief, Chaplain Svc.

TBD

Role

Lead

Lean Coach

Sponsor (ESM/

Financial Rep

Implementing a Half-day Training Event

at the SA Campus of VA NYHHS for Members of the

Faith-based Community

7

Define

Plan

• Planning was completed in a GANTT chart

of all the tasks and sub-tasks and the target

dates for completion of each.

• A Venue

• Speakers/Presenters

• Volunteers

• Budget

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Plan: Gantt Chart of Tasks and Timeline for Completion

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Event/Task/Activity Date

January February March April May June July August

PHASE I: Initiate

Project Conception and Initiation 2/20 5/7

PHASE II: Plan

1. Project Definition and Planning

a) Project plan 3/26 5/7

b) Project charter 3/26 5/7

c) Project scope 3/26 5/7

d) Outline 3/26 5/7

2. Logistical considerations

a) Propose a date for event 3/20 5/7

b) Secure a venue 3/20

c) Prepare a budget5/19 –

5/24

3. Agenda and Program

a) Establish a program format 3/20 6/24

b) Develop an event timeline 3/20 6/24

4. Marketing and Promotion

a) Obtain mailing list of prospective attendees 5/1 6/5

b) Prepare Letter of Invitation:

i. Write Letter

ii Print Letter 5/26

c) Submit invitation Letter for approval 5/26 6/9

d) Mail/email invitation Letters 6/11 - 6/17

5. Invite presenters/speakers for event 4/1 6/18

6. Contact VCS Catering (re: food to be served; select

Breakfast and Lunch items). 5/19 7/3

Finalize numbers with VCS after attendees confirmation 5/19 7/3

7. Security and Access

a) Security Plan

b) Notify VA Security staff 6/18

c) Discuss traffic management, parking, signage 6/18

d) Discuss Disability needs/services 6/18

4/25 5/26

Execute (implementing the plan)

• Securing a Mailing List of Invitees

• Requesting Speakers

• Mailing over 800 letters

• Food Service

• The Chapel (Air Conditioning, Etc.)

• Resource Material, Supplies and Giveaways

10

Monitor and Control

• Day of Event

• Crowd Management

• Registration

• Food Service and Breaks

• Speakers/Timing

• Restrooms

• Surveys and Evaluations

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Close

12

• Evaluation:

Before and after data

Pre-Program Survey

Post-Program Survey

Scores and percent increase in each

Program Evaluation

Feedback from Staff

Invitation to do similar event at Brooklyn

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Educational Training Conference

On Veterans’ Needs and Services

Pre-Program Survey

Please Rate the following: (1=Lowest to 5=Highest)

1. Overall, how would you rate your knowledge of Veterans’ needs?

1 2 3 4 5 N/A

2. Please rate your awareness of VA services available for Veterans and their families.

1 2 3 4 5 N/A

3. Please rate your understanding of the Pyscho-scocial issues of Veterans.

1 2 3 4 5 N/A

4. How would you describe your level of understanding the spiritual needs of Veterans?

1 2 3 4 5 N/A

5. In the space below, please describe your knowledge of the unique needs of Veterans and your

confidence in addressing them.

Data on Effectiveness of Event

2.91 2.78 2.91

3.55

4.26 4.364.12

4.41

0

1

2

3

4

5

Overall, How would

you rate your

knowledge of

Veterans' needs?

Please rate your

awareness of VA

services available

for Veterans and

their families?

Please rate your

understanding of the

psychosocial issues

of Veterans

How would you

describe your level

of understanding of

the spiritual needs

of Veterans?

Before

After

14

46%

Increase

57%

Increase

46%

Increase

24%

Increase

Post-Event Feedback

• "The program was great"

• "Check audio-visual equipment ahead of

time"

• "Arrange participants' seating in a circular

format"

• "More frequent conferences including other

boroughs"

• "More information about CPE Training"

15

16

Request for Program at the

Brooklyn Campus• The Director of the Brooklyn Community Recovery

Centers emailed a request to have a similar event

in Brooklyn.

• Met with the Community Recovery center director

and Director of the Faith-based Initiative of the

Brooklyn Borough President’s Office at the

Borough Hall on July 22nd, 2015

• Projected audience: 150 members of the Brooklyn

faith-based community

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Lessons Learned

• Coaching was an invaluable help

• How do get things done in the framework of

the VA organization

• Program format: content and flow

• Value of networking

• Catering – role of food

• Venue- Chapel was conducive to learning

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Thanks!

• Team Members:

• Stanley De Veaux

• Andrew Sioleti

• Muga Evans

• Martin Montonye

• Beth Putnam

• Alan Wikler

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