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Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan [email protected] 716 812-1404 cell 716 854-5446 home http:// www.isna.net/conferences/grantwriting /

Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan [email protected] 716 812-1404 cell 716 854-5446 home

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Page 1: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Strategically PlanningModel Muslim Communities

Presented by Dr. Khalifah Ramadan [email protected]

716 812-1404 cell

716 854-5446 home

http://www.isna.net/conferences/grantwriting/

Page 2: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Amana - Trusts And the Qur'an is rich with verses that confirms all this. Allah

says in the Qur'an:

"Oh ye who believe! Eat not up each other's property by unfair and dishonest means." Qur'an (4:29)

"Woe to those that deal in fraud, - those who, when they have to receive by measure from men, exact full measure, but when they have to give by measure or weight to men, give less than due. Do they not think that they will be called to account- on a Mighty Day when (all) mankind willstand before the Lord of the Worlds." Qur'an (133: 1-6)

Page 3: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Amana Allah does command you to render back your trust, to

those to whom they are due." Qur'an(4:58)

"Those who faithfully observe their trusts and their covenants." Qur'an (24:8)

"Remember, there is no faith in him who is not trustworthy; there is no place for him in religion who cares not for his pledged word or promise."

"The signs of a hypocrite are three: when he speaks, he is false, when he promises, he fails; and when he is trusted, he breaks the trust."

Page 4: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Amana Prophet Mohammad (PBUH) has said:

"He who cheats is not of us. Deceitfulness and fraud are things that lead one to Hell."

Once Prophet Mohammad (PBUH) came upon a heap of corn in the market of Madinah and thrust his hand onto it. His fingers felt damp. On being asked, the trader replied that rain had fallen upon it. The Prophet (PBUH) observed, "Why did you not then keep (the wet portion of) it above the dry corn, so that men may see it? He who deceives, is not one of us."

Page 5: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Amana Another example: Prophet Mohammad (PBUH) said:

"The seller must explain to the buyer the defects, if any, in the quality of the article offered for sale. Should this not be done, the seller will permanently be caught in the Wrath of Allah (according to another narrator the exact words, `he will always be cursed by the angels')."

Page 6: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Amana

Prophet Mohammad (PBUH) said: As for bribery, Prophet Mohammad (PBUH) according has "condemned alike the

giver of bribes, and the taker of bribes in deciding cases."

Prophet Mohammad (PBUH) said:

"If a person made a recommendation for anyone in a just manner and gratified party gave him something as a gift (in return for it) and he accepted it, then he committed a grave error (meaning that it, too, is a form of bribery)."

. Prophet Mohammad (PBUH) made this clear, as hesays: "Whoever occupies land belonging to another unjustly will be sunk into the ground along with the plot of land on the Doomsday till he reaches the lowest layer of the earth."

"He who acquires the property of a Muslim unjustly by taking a false oath (before an Officer) is debarred by Allah from entering Paradise and the Fire of Hell is made inevitable for him."

Page 7: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Amana Prophet Mohammad (PBUH) again, is reported

to have warned a person who was very fond of entering into litigation with others in these strong words:

"Remember, he who will obtain the property of another by swearing a false oath will appear as a leper before Allah (on the Day of Judgment)."

Page 8: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Those that are responsive to their Rabb, establish Salat and make binding decisions through sharing resources; and with what has been provided for them; they spend out of it.

Amrahum Shuraa Baynahum 42:38

Page 9: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Implementing a Program:Nine Critical Steps

1. Confirm commitment of leadership & establish organizational structure

2. Establish quality management plan

3. Determine performance measures & collect baseline data

4. Analyze data

Page 10: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Implementing a Program:Nine Critical Steps (cont.)

5. Develop project-specific plan

6. Study & understand the process

7. Develop & implement an improvement plan

8. Remeasurement

9. Celebrate success!

Page 11: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 1: Confirm Commitment of Leadership & Establish Supportive Organizational

Structure

Establish support of program leadership for C confirm commitment.

Commit resources to support activities. Provide education about tools and

techniques to all levels of leadership.

Page 12: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 1: Confirm Commitment of Leadership & Establish Supportive Organizational

Structure (cont.)

Establish a method to inform all levels of team.

Delineate expectations of team related to and specific program responsibilities.

Page 13: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 2: Establish Quality Management Plan

Establish Quality Guidance Team, Steering Committee or utilize existing leadership meetings to oversee the QM program.

Develop an organizational QM plan which delineates goals and objectives for the QM program.

Establish QM priorities.

Page 14: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 2: Establish QM Plan (cont.)

Develop a time line or calendar of activities for the year.

Select a QM approach, such as the PDSA Model Chronic Care Model.

Clarify QM responsibilities of staff.

Page 15: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 3: Determine Performance Measures & Collect Baseline Data

Based on QM priorities, determine performance measures.

Develop indicators to measure performance. Define measurement population and delineate

eligibility criteria. Create a data collection plan to include:

– Sampling strategy

– Method of data collection

Page 16: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 3: Determine Performance Measures & Collect Baseline Data

(cont.)

Create data collection tools.– Create instructions for data collection tools.– Train personnel who will collect data.– Conduct pilot test of tool.

Establish process of communicating with staff about measurement process.

Collect data.

Page 17: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 4: Analyze Data

Analyze data and review the results. Identify areas where additional data is required. If historical data are available, compare for trends. Display and distribute data to communicate

findings and results. Identify areas for improvement and select a

quality improvement project.

Page 18: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Developmental: physical, emotional, intellectual

Geographical: neighborhood, city, county, and region

Demographics: gender, socioeconomic status, ethnicity, etc.

Sphere of Influence (Domain): community, family, school, peer, and individual

Protective Factors: expectations, opportunities for participation, caring and support

Programs: gaps in program types

Availability: capacity of program, waiting lists

Seven Types of Gaps

Page 19: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 5: Develop Project-Specific QM Plan

Establish project-specific QM team that represents all staff integral to the service or issue.

Identify a team leader or sponsor. Delineate specific goals for the team. Allocate time and resources for the team. Delineate team responsibilities. Develop timeline for reporting findings and

improvement strategies.

Page 20: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 6: Study and Understand the Process

Analyze the root causes. Utilize QM tools and techniques to

understand the process– Facilitated brainstorming, flow charts, cause-

and-effect diagrams

Page 21: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Flowchart Example

Page 22: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Cause-and-Effect Diagram Example

Page 23: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 6: Study and Understand the Process (cont.)

Document and track progress by using activity logs, issue identification logs, meeting minutes, etc.

Report progress to senior leadership and staff on a regular, defined basis.

Page 24: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 7: Develop and Implement an

Improvement Plan

Identify potential solutions to make improvement to the systems of care.

Recognize quick fixes and longer term solutions.

Try a small test of change and analyze results.

Refine improvement plan.

Page 25: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

What are we trying toaccomplish?

How will we know that achange is an improvement?

What change can we make thatwill result in improvement?

Model for Improvement

Act Plan

Study Do

Page 26: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Plan• Objective• Questions and predictions (why)• Plan to carry out the cycle (who, what, where, when)

Do• Carry out the plan• Document problems and unexpected observations• Begin analysis of the data

• Complete analysis• Compare data to

predictions

•Summarize• learning

Study

• What changes are to be made?

• Next cycle?

Act

Page 27: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 7: Develop and Implement an Improvement Plan (cont.)

Develop timeline for implementation of plan.

Delineate team responsibilities. Implement changes. Track changes and improvement actions.

Page 28: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 8: Remeasurement Determine interval for remeasurement. Remeasure indicator after change has been

implemented. Look for incremental improvement.

Page 29: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 8: Remeasurement (cont.) Communicate results to team, staff and

leadership. Determine need for and/or level of

remeasurement on an ongoing basis. Develop a plan for sustained improvement.

Page 30: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Step 9: Celebrate Success! Communicate results of the project to all

levels of the organization, including consumers when appropriate.

Congratulate team in public forum. Evaluate the process and identify areas for

improvement. Select a new project and begin at Step 3.

Page 31: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

UNIT 1: Board Roles and Responsibilities

Boards of directors are charged with the legal and fiduciary oversight of

the organizations they govern

Page 32: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

KEY ELEMENTS TO A SUCCESSFUL NONPROFIT

BOARDSuccessful leadership is anchored by five components: Vision statementMission Statement Strategic planning Implementation Assessment

Page 33: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Definitions

VisionVisionAn inspirational statement of anorganization’s enduring purpose (2 sentences)

An inspirational statement of anorganization’s enduring purpose (2 sentences)

MissionMission

Overall goal that unifies efforts towardits vision, stretches and challenges,and possesses a finish line andtime frame. Flows from vision.

Overall goal that unifies efforts towardits vision, stretches and challenges,and possesses a finish line andtime frame. Flows from vision.

Page 34: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

A Learning Organization Personal responsibility, self-reliance and

mastery Mental models Shared vision Team learning Systems thinking

Peter Senge

Page 35: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Strategic Planning

Process of determining: What your organization intends to

accomplish (Goals and Objectives) How you will direct the organization and its

resources toward accomplishing the goals and objectives (Activities/Programs)

When you will accomplish goals and objectives (Time Frame)

Page 36: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Strategic Planning

Involves fundamental choices about your organization’s:Mission, goals and vision.Constituency.Role in the community.Programming, services and products.Required resources

Page 37: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

What is Strategic Planning?

• Describes goals for the near future and how these goals will be accomplished

• Maps activities that the organization should pursue

• Tool to guide decision-making

Page 38: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Place These Steps In Order

Monitor & Revise the Plan

Internal Organizational Analysis:

Implement the Plan Mission Environmental Analysis

Review, and Adopt the Plan

Environmental Analysis Monitor & Revise the Plan Vision Develop Draft Strategic Plan

Page 39: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

A Learning Organization Personal responsibility, self-reliance and

mastery Mental models Shared vision Team learning Systems thinking

Peter Senge

Page 40: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

PLANNINGSCENARIO

STRATEGICBUSINESS MODELS

STRATEGY PROCESS

ECONOMY

TERRITORY

CULTURE

GOVERNMENT

MARKETS& INNOVATION

COMPETITION& STRUCTURE

OPERATIONS& CONTROL

INFORMATION& KNOWLEDGE

TOP-DOWNSTRATEGICTHINKING

BOTTOM-UPSTRATEGICTHINKING

STRATEGICPLAN

STRATEGIC VISION

STRATEGYIMPLEMENTATIONIN OPERATIONAL

PLANS

STRATEGICTHINKING

Page 41: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

MANAGERS

Do things rightStatus quoShort-term

MeansBuilders

Problem solving

MANAGERS

Do things rightStatus quoShort-term

MeansBuilders

Problem solving

LEADERS

Do the right thingChange

Intermediate & Long-termEnds

ArchitectsInspiring & motivating

LEADERS

Do the right thingChange

Intermediate & Long-termEnds

ArchitectsInspiring & motivating

Page 42: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Making Sense of Environment

Acting on Threats and Opportunities

Acting on Threats and Opportunities

Interpreting Internal and Environmental Factors

Interpreting Internal and Environmental Factors

Environmental Scanning

Environmental Scanning

Evaluating Internal Evaluating Internal and and

ExternalExternalEnvironmentsEnvironments

Evaluating Internal Evaluating Internal and and

ExternalExternalEnvironmentsEnvironments

Page 43: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Environment

External Environment

Internal Environment

Organization

Page 44: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

A Planning Technique:

SWOT Analysis– Strengths– Weaknesses– Opportunities– Threats

Page 45: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

The SWOT Analysis Strengths. A list of strategic strengths of

current operations that should be continued.

Weaknesses. A list of the strategic weaknesses of current operations that need to be corrected.

Page 46: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

The SWOT Analysis

Opportunities. A list of the business opportunities that need to be added by new operations.

Threats. A list of dangers presented by competitors as they continue current operations or change to new operations

Page 47: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Examples of Internal Assessment Areas

Organizational infrastructure Public image with consumers Decision making process Planning process

Page 48: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Examples of Internal Assessment Areas

Accounting & Fiscal Management processes

Fundraising abilities Service quality Record of achieving results

Page 49: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Examples of Internal Assessment Areas

Board development Staff development Management Information System

Page 50: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Environment

External Environment

Internal Environment

Organization

Page 51: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Components of the External Environment

Economy Technological Sociocultural Political / Legal

Page 52: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

EconomyGrowing vs. shrinking economiesFuture economic activity is difficult to

predictBusiness confidence indices

– show how confident managers are about future organizational growth

Page 53: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Technological Component

InformationInformation

OutputOutputInputInputTechnology--

KnowledgeTools

Techniques

Technology--Knowledge

ToolsTechniques

Raw Materials

Raw Materials

ServicesServices

ProductsProducts

Page 54: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Sociocultural Component

Sociocultural Components– Demographic changes

– Changes in behavior, attitudes, and beliefs

Page 55: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

A Working PlanSet Goals

andObjectives

Set Goalsand

Objectives

MaintainFlexibility

in Planning

MaintainFlexibility

in Planning

Track Goal and ObjectiveAchievement

Track Goal and ObjectiveAchievement

DevelopEffective

Action Plans

DevelopEffective

Action Plans

Commitmentto Goals andObjectives

Commitmentto Goals andObjectives

Page 56: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

SpecificSpecific

MeasurableMeasurable

AttainableAttainable

RealisticRealistic

Time-ReferencedTime-Referenced

Setting Objectives

S.M.A.R.T.S.M.A.R.T.S.M.A.R.T.S.M.A.R.T.

Page 57: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Action Steps Date for Accomplishment

By Whom How Tracked

Page 58: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Strategic Goals/Objectives Content Areas

1. Resource Development

2. Board Development

3. Program Development

4. Facilities and Equipment

5. Personnel Development

6. Accounting and Fiscal Procedures

7. Marketing and Public Relations

8. Information Systems

Page 59: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Implementing Goals and Objectives

Tactical PlansTactical Plans

Specify how an organization will use resources, budgets, and people toaccomplish goals and objectiveswithin its mission. (6 months – 5 years)

Specify how an organization will use resources, budgets, and people toaccomplish goals and objectiveswithin its mission. (6 months – 5 years)

Managementby

Objectives

Managementby

Objectives Develop and carry out tactical plansDevelop and carry out tactical plans

1. Discuss possible goals

2. Participatively select objectives consistent with overall goals

3. Jointly develop tactical plans

4. Meet to review progress

Page 60: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

What Really WorksMBO

10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

probability of success 97%

MBO is based on goals, participation and feedback

Organizations that use MBO are 97% more likely to outperform organizations that don’t!

Page 61: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Implementation:The Operational/Work Plan

What- Strategic Plan

How- operational/work plan – Carries out the goals and objectives decided in

the strategic plan. – Prepared by the staff – identifies responsible parties, timelines,

resource allocations, and an evaluation plan

Page 62: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Operational Plan

Objective: Outline the specific tasks that need to be accomplished to achieve the objective within the strategic plan.

Timeline: Include exact dates (months and year) by when each task should be completed.

Responsible parties: Identify who (e.g., staff, board, committee or others) will be held responsible for accomplishing the task.

Page 63: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Why Develop a Strategic Plan?

Improves results organizational performance.

Momentum and focus Problem solving Teamwork, learning and commitment.

Communication and marketing

Page 64: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Assessment

To ensure accountability, the successful board will:

Measure achievements against quantifiable objectives.

Perform a formal review of the ED annually Seek community/client feedback Develop and implement board self-assessment. Create a formal feedback loop for using

assessments to improve the organization.

Page 65: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Unit II Board Duties/Code of Conduct

of the BoardA board’s success is dependent upon the board following a code of standards that

incorporates three fundamental duties: Duty of Obedience Duty of Care Duty of Loyalty

Page 66: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Duty of Obedience

Requires board members to be: Faithful to the organization’s mission. Knowledgeable about the business of the

organization Responsible for the stewardship and

governance of the organization’s legal and fiscal responsibilities, programs and services

Page 67: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Duty of Loyalty

Requires board members to be: Maintain a standard of faithfulness

to the organization– Personal or constituent interests must

be put aside in favor of decisions that are in the best interest of the organization.

Page 68: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Duty of Care

Requires board members to: Monitor financial health and programmatic

accomplishments Be informed/exercise independent judgment Regular attendance at board meetings. Keep informed and asking questions.

Page 69: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Example of Code IssuesExample: If a board member has a relative in the printing business, it would be ethical for that relative’s business to print materials for the organization if: the board knows that the printer is the board member’s relativethe job is bid competitively,so there is evidence that the price and quality are equal to or better than the competition there is no expectation from the family that the organization will guarantee work or use them in the future without competitive bids.

Page 70: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Dealing with Conflicts of Interest

Conflict of Interest: A conflict between one’s obligation to the public good and one’s self-interest

– Board members must reveal any potential conflicts of interest to the board

Page 71: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Legal Responsibilitiesof the Board

To ensure compliance with laws and regulations relating to nonprofit corporations.

To ensure the uses its resources towards fulfillment of its mission as stated in its tax-exempt purpose.

To determine the organization’s mission, strategies and program priorities.

Page 72: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Legal Responsibilities of the Board

Six main documents that the Board should review for compliance toward that effort:

– Articles of Incorporation or Organization– Bylaws– Determination letter (IRS letter establishing

nonprofit status)– Audits– IRS Form 990– Corporate records

Page 73: Strategically Planning Model Muslim Communities Presented by Dr. Khalifah Ramadan kramadan@aol.com 716 812-1404 cell 716 854-5446 home

Articles of Incorporation or Organization

Developed and submitted to the state agency charged with chartering groups as legal organizations.

Define the purpose of the organization Basic framework for governance. Legal document drafted with the assistance

of an attorney

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Articles of Incorporation

Requirements vary state to state, typically only the following information is required as a minimum:Name of the organization.Specific purpose Duration of existence (often perpetuity).Location of officeNumber, names and addresses of the initial board of directorsWhether this is a membership organizationProvisions for distribution of assets if corporation is dissolved.

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Bylaws

Operating policies and procedures of an organization an its board of directors

Address terms of office, number, and duties of officers, manner of filling vacancies, board policy, and procedural guidelines

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IRS Letter Establishing Nonprofit Status

Indicates non-profit status from the IRS The most important legal document in an

organization To request tax-exempt status, organizations

must submit an application package that includes the articles of incorporation, bylaws, and names of the officers.

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Audits

BOD must assure that adequate internal control mechanisms are in place to ensure that the organization is:Uses generally accepted accounting methodsComply with laws and regulationsProvide reliable financial information.Operate effectively and efficiently

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IRS Form 990

Form 990: Non profit tax return Explains the mission and program activities

of the organization. Documents income and expenditures over

the year.

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Organization Records

Nonprofit organizations must maintain records of all decisions and activities (such as policies and procedures that document their compliance with organizational and tax codes).

Include policy and procedural statements, minutes of board meetings and committee reports.

Adequate and orderly records will facilitates smooth operation of the organization.

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3 Ds, Ws, Gs, Ts

3Ds — The duty of care, duty of obedience and duty of loyalty

3Ws — Wealth, work and wisdom.

3Gs — Give, get or get out

3Ts — Treasure, time and talent.

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Nine Basic Responsibilities of Nonprofit Boards

1. Determine purpose and establish mission

2. Set policy

3. Communicate mission and achievements to the larger community

4. Maintain organizational integrity and accountability

5. Effectively planning

6. Hire, assess and support the executive director

7. Cultivate resources, raise funds

8. Meet fiduciary responsibilities

9. Recruit volunteers and exercise ongoing self-management

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Other Board Responsibilities

Respect Other Board Members-To demonstrate respect for the time commitment all board members volunteer

Respect and Support Staff-It is important for the board to support the ED and staff.

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Unit 3: Board Selection Composition

and Recruitment

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Board Selection, Compositionand Recruitment

Purpose: To determine needed or desired characteristics of the board before recruiting new or replacement board members.

Learning Objectives:Understand the importance of board composition and structure.Identify strategies for strengthening the composition and structure of the board.Begin to develop a dynamic boardUnderstand importance of a board recruitment and renewal process.

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Criteria for Board MembershipPersonal Characteristics to Consider: Ability to listen, analyze, think clearly and creatively

Willingness to prepare for and attend board and committee meetings, ask questions,take responsibility

Ability and desire to develop skills such as fund-raising, recruiting board members and other volunteers, understanding financial statements

Tolerance of and sensitivity to differing points of view and a friendly, responsive and patient approach.

Personal integrity, a developed sense of values, concern for the nonprofit’s development and a sense of humor

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Board Composition

The board should: Reflect the diversity of the population

served in terms of age, race, gender, religion, geography, etc

Collectively possess the full range of skills and expertise necessary to perform its role in enabling the organization to fulfill its mission

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Composition

1. Constituency-board must reflect the represented population.

2. Skills, Knowledge and Abilities-boards must collectively embody a range of skills.

3. Gender-sensitive to gender equity. 4. Sexual Orientation- increasingly recognizing diversity in

sexual orientation.5. Disease Status- offers an important to prospective 6. Race and Ethnic Background- reflect the racial and ethnic

composition of their constituents.7. Age-added experience and may have more time

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UNIT 4:Board Structure: Officers and

Committees

Develop a structure that facilitates good decision-making so that the

board can be effective in carrying out its responsibilities.

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Learning Objectives

By the end of this unit, learners will be able to:State board officer positions and responsibilities.Review board committee structure and responsibilities of each.

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Board Officer Positions andResponsibilities

The state licensing agency determines the number and type of officers required Most states require three officers: chairperson,treasurer and secretaryMany boards also designate a vice president or chairpersonIf permitted under state law, nonprofit boards may designate only a president and a treasurer

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President or Chair

Chairs meetings. Develops board meeting agendas with the

executive director. Creates and staffs committees. Communicates board policy and expectations to

the executive director. Manages board structure and process. Establishes and models the working culture of the

board and the organization. Represents the organization in public forums.

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Vice President or Vice Chairperson

Prepared to stand in for the president if the latter is absent

Possess good leadership and communication skills.

President may delegate administrative tasks to the vice president, i.e committee staffing

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Treasurer Chairs the finance committee Reviews and certifies the financial reports Prepares spreadsheets documenting revenue and

expenditures over the course of the year Takes the lead in creating financial policies and

procedures Ensures safeguards and compliance with IRS

requirements Represents the organization at IRS audits or other

reviews of the organization’s finances Coordinates with other board members to produce a

strategic plan

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Secretary

Prepares minutes of board meetings Requires the ability to take accurate notes,

write well and efficiently deliver minutes

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Board Committee Structure andResponsibilities

Boards typically have a number of permanent or standing committees– Address core issues such as staffing or

development– ad hoc committees or task forces to deal with

temporary situations like the need to relocate. Boards should develop methods for

assessing committee effectiveness

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Why You Need Committeesand What They Really Do

Board Committees can be helpful in the following cases:Issues are too complex and/or numerous to be handled To recommend policy for approval by the entire boardTo make full use of board members’ expertise, time, and commitment,

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Potential Standing Committees

Board Development-responsible for the general affairs of the board.

Nominating Committee- prospective board members

Budget and Finance- Develops budget preparation procedures

Fundraising- leads Marketing-Oversees development and

implementation of the marketing plan Personnel-Drafts and/or revises personnel policies

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Other Committees

Program Committee- program development Promotions and Sales- promotes organization’s

services to the community, including generating fees for those services

Public Policy-Stays informed on relevant matters and brings proposals to the table for board positions or organizational activities

Potential Ad Hoc Committees- Audit Plans, ED transition committee, Ethics, Mergers

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UNIT 5:Orientation and Training

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Unit 5 Learning Objectives

Learning Objectives: List the essential components of a board

manual Give examples of boards’ training events Discuss the orientation process for new

board members State common challenges to sustained

commitment of board members

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Orientation for New BoardMembers

Typical orientations include the following elements: Mission, vision and values of the organization Organization’s history Roles/responsibilities of the board and the staff Organizational chart How the board conducts meetings Board manual

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Board Manual

Suggested Board Manual Content1. Welcome letter signed by the board president and

executive director2. Corporate and historical documents3. Strategic plan4. Rosters and other board/staff information5. Calendar6. Responsibilities7. Financial Information8. Working tools (to accompany manual)

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ED vs. Board

Learning Objectives: State the difference between governance and

management List governance and management responsibilities Discuss the importance of clear boundaries

between the board and executive director

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Governance VersusManagement

Board governs- sets policy and mission of organization

Staff manages- implements policy and delivers services

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Governance

The board: Defines the executive needs of the organization Develops a job description for ED Hires the ED Communicates the strategic plan and also specific

goals, benchmarks and expectations Establishes an evaluation process for the executive

director, board and organization as a whole Authorizes expenditures necessary to support

operations

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Management

ED: Hires, trains and supervises agency staff Reports regularly to the board on general

operations, services, personnel and finances Evaluates organizational needs and presents

solutions and options to the board Develops position descriptions and operational

procedures, based on board priorities and policies Oversees the day-to-day management of finances,

including accounting, tax and audit matters

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UNIT 6:Managing Board Change

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Key Factors for a Successful Executive Director and Board Relationship

1. Clear Definition of Roles

2. Mutual Expectations

3. Strong and Regular Communication

4. Fundamentals for Strong Partnerships

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Factors that Influence Change Transition from Volunteers to Paid Staff

Departure of the Founder

Rapid Growth

Changing Needs

Unexpected Crisis

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Learning Objectives

By the end of this unit, learners will be able to:State major areas of concern and assessment

Evaluate methods to measure board effectiveness

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UNIT 7:Board Assessment and

Evaluation

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Three Areas of Evaluation

Board self-assessment

Evaluation of the executive director

Evaluation of each particular program’s efficacy

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The Board Self-AssessmentA board self-assessment provides its members with an opportunity to:Reflect on their individual and corporate responsibilitiesIdentify different perceptions and opinions among board membersPoint to questions that need attentionUse the results as a springboard for board improvementIncrease the level of board teamworkClarify mutual board/staff expectations

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Evaluating the Executive Director

Ensures the board is meeting its duty to effectively lead the organization

Ensures organizational goals are being met Ensures continued development of the ED to more

effectively fulfill his/her role Ensures a formal and documented evaluation process that

meets standards of fairness and practicality Ensures the ED values his or her role, is benefiting from it

and, therefore, is more likely to stay Leaves written record of the board’s impression of the

executive director’s performance

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Program Evaluation

Programs must be evaluated to decide if the programs are indeed useful

Program evaluation is done by carefully collecting information about a program

may include needs assessments, accreditation, cost/benefit analysis, efficacy, etc.

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What is “Founderitis?”

“Founderitis” – when a founder is very resistant to change. Understandably, new ideas may make the founder fear he or she is losing control.

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What Makes a Successful Board Member

They are honest They are enthusiastic They keep an open mind They are team players They tackle complex problems with relish They take an orderly approach to decision making They are competent They have a sense of humorFrom: Welcome to the Board by Fisher Howe

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“Problem” Board Members Focus on a single issue. Always take the contrarian view Expound on strongly held opinions that are rarely backed up by fact or

research. “Board hop” — sit on many boards, but serve none well. Regularly miss meetings. Not accept or complete tasks. Be motivated by personal agendas. Monopolize discussion or never participate in discussion — except after

the meeting. Treat peers disrespectfully or refuse to cooperate. Betray confidentiality. Fail to disclose conflicts of interest. Fail to understand when it is time to retire and allow others to carry the

torch.

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Closing

Board development is crucial to the success of the organization

Strong, but not controlling, boards are necessary to help lead the functions of an organization

Many non-profit centers offer courses for board development