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Community Project Packet(Read when assigned)

Getting Started

This week, you’ll begin working on your virtual community project. You’ll work in teams (see EAGLE announcement for team assignment) and we’ll focus on strategic planning. Please note—your project is a virtual project (simulated) which means you’ll plan, organize, staff and develop your project as though it was an actual project however, the project will not be implemented. The purpose of this project is for you to demonstrate on paper your ability to plan, organize, staff and develop a project idea. While your team won’t actually implement the project, please work as diligently as though your project was real.

For your project, you’ll select an audience (population segment) of your choosing such as young parents, senior citizens, less fortunate etc (you decide—these are just some examples). After identifying your customer group, you’ll determine what product or service they might need. For example, less fortunate people might need jackets, gloves etc. Next, you’ll figure out how you can meet the needs of your audience. For example, you might decide to hold a fund raiser to generate funds to donate to a local homeless shelter. Again—this is just an illustrative example of what you could do—I will give you much freedom to do as you wish WITHIN certain guidelines.

Project Guidelines

For your project, your team will create an organization which will benefit…

Option #1 The Rock Valley College community (this might include but is not limited to customers such as for-credit students, non-credit students, employee groups such as faculty, staff, police, or areas of the college such as theater, sports, student clubs etc.—just as long as it connects back to RVC)

OR

Option #2 The local Rockford area community (options are fairly limitless here)

Additionally, your project….

1. Must contain at least 3 major elements OR stations. For example, if you chose the less fortunate of Rockford as your customer group, you might plan an event that has 3 stations that attendees would visit such as a workshop session on opening a bank account, how to interview, and how to write a resume. Note—

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you don’t have to have physical stations, instead your plan may call for certain elements such as fundraising for the less fortunate which may not have a physical station for attendees. In total though, you must have at least 3 elements or stations or a mix thereof.

2. Can be geared toward any demographic/audience your team chooses within the confines of the option you select.

3. Must be original. You must create a program on your own—you cannot work for another organization as volunteers for a program that another organization has created such as Big Brothers/Sisters. For example, you could not volunteer to serve food at the food pantry. While a noble task, this is not something you did new for the organization. However, suppose you created a new program for the food pantry that significantly increased donations to the organization—that would be project worthy.

4. Must take place during the timeframe indicated in your syllabus.

5. Will have $2,500 in startup funds.

Team Meetings

I’ve developed teams (see EAGLE for team assignments) and have chosen team leaders to guide you through the process of strategic planning. You’ll communicate with each other via EAGLE. From within EAGLE, you’ll find a conference where you can participate in live chat discussions via typing, audio, or video. You’ll also find a discussion board area where you discuss ideas (not in real time). If you prefer, your team might even hold some in-person meetings if needed. You decide what works best.

Communication Channels

Generally, I will speak with the team leaders via phone and they will relay essential info to team members as needed. Team leaders—you may reach me at 815-218-2576 when you have questions. Hence if you have a question, I encourage you first to address your leader for possible resolution. If he or she is unable to answer your concern, the team leader should contact the instructor for additional clarification.

What’s Next

1. Contact your team leader by EAGLE mail and inform him/her of your contact info. You should use EAGLE for communication purposes but please provide an alternative number, e-mail to your team leader.

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2. Elect a financial manager. For your virtual project, we’ll assume you have $2,500 to spend. The financial manager will be responsible for keeping a budget showing how the funds were spent. While you won’t be using real dollars, you should approach your expenses as though they were real and your project idea should be representative of this financial constraint.

3. Elect a team recorder—which should be able to summarize meetings in a concise format using minutes. The recorder should post the minutes for Agenda #1 to the Eagle Drop Box by the due date in your weekly outline.

4. Start with Agenda #1. The agendas are meant to guide the team meetings. As you can determine from Agenda #1, we’ll work on defining the team’s mission statement which includes defining the customer group, product/service, market, core values, and project ideas. You may find it helpful to review the elements of effective mission statement from your lecture notes as you start to give definition to your strategic mission.

Next, you will identify your team’s core values. Core values are the values the team must commit to to be successful. You must identify 5, you may have more and they should be in the following format:

Value: Definition. For example…

Respect: Team members will listen to all members and ideas which may or may not seem to have merit…

Your team must include ATTENDANCE as a value and give definition to how team members will contribute and when. Create a standard you can live with. Team members who do not meet the Attendance requirement may be dismissed (fired) from the team for non-performance.

Next, your team should identify 3 strategic goals, you may have more. For example, if your mission was to help the homeless, you might identify raising money (not the how—such as hosting a charity dinner, but the what—raising money. The how comes later when we develop the operational plan) For this session, Session #3 on Agenda #1, please use the nominal group technique for submitting project ideas. You’ll submit your project ideas to the group leader, and the group leader only. Once the group leader has collected all feedback, he or she will share the generated ideas, but not who came up with each idea, to the group. The group can then debate the ideas and vote secret ballot, send your

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vote to the group leader, and continue this until the group finalizes the project idea. See Agenda #1 for more specifics.

Once you accomplish this, the team recorder should submit the minutes of your meetings and findings to the Drop Box in EAGLE under the Assignments tab by the deadline in the week outline.

5. Print and scan through the remainder of the packets to familiarize yourself with the contents. We’ll be working though the packet for the next several weeks.

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Strategic Planning SessionVirtual Meeting Agenda #1

Session #1 (30 minutes) Develop Mission & Vision Include components of effective mission

statements

Session #2 (30 minutes) Identify Core Values & Goals List 5 Core Values

o These are specific to the team. They are the values/standards your team mates will live by.

Identify at least 3 Goalso These should be directional, not

project specific. As of this session, you have not yet discussed your project.

Break (10 minutes)

Session #3 (60 minutes) Brainstorming Session

Brainstorm using Nominal or Delphi Group Technique Each participant write down at least 1 but

not more than 2 project ideas Do not discuss any ideas out loud at this

point.

Discuss Ideas Round-robin fashion—each presents ideas

to team via live chat, phone, or in-person Divide time evenly between participants

when presenting

First Vote

Select what you believe to be the top 2 project ideas

Vote using secret ballot or send results directly to team leader for tabulation

Leader tabulate results

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Break (10 minutes)

Session #4 (60 minutes) Select Project Ideas

Pro/Con analysis for Idea #1

General group discussion—each participant discuss at least 3 Pros and 3 Cons for Idea #1

Pro/Con Analysis for Idea #2

General group discussion—each participant discuss at least 3 Pros and Cons for Idea #2

Final Vote

Select what you believe to be the best project idea

Vote using secret ballot or send your result directly to the team leader for tabulation

Leader tabulates and announces results

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Session #1 (60 minutes) Perform SWOT Analysis—Identify Internal Strengths & Weaknesses

This analysis helps identify your team’s internal strengths and weaknesses with respect to your mission and your project.

Identify a minimum of 2 strengths and 2 weaknesses

Perform a SWOT analysis—Identify External Opportunities & Threats

This analysis helps identify your team’s external opportunities and threats with respect to your mission and your project.

Identify a minimum of 2 opportunities and 2 threats

Perform SWOT Analysis—Combating Weaknesses & Threats

Discuss how you will you use the team’s strengths and opportunities to combat the team’s weaknesses and threats.

Break (10 minutes)

Session #2 (60minutes) Developing Organizational Chart (Use the document entitled Constructing an Org Chart Worksheet found in this packet to guide this session)

Complete Phase 1 Evaluate/Review Plans & GoalsComplete Phase 2 Determine Work ActivitiesComplete Phase 3 Classify/Group Activities

Break (10 minutes)

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Session #3 Developing Org Chart Continued (Continue working through the document entitled Constructing an Org Chart Worksheet)

Complete Phase 4 Assign Work/Delegate AuthorityComplete Phase 5 Design Org Chart

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Operational Planning SessionVirtual Meeting Agenda #3

Session #1 (90 minutes) Constructing an Operational Plan (Use the document entitled Constructing An Operational Plan Worksheet found in this packet to guide this session)

Complete Phase 1

Identify at LEAST 3 components of your program

Complete Phase 2

Descriptions of Program Components (stations)

Break (10 minutes)

Session #2 (90 minutes) Constructing an Operational Plan Continued (Continue working through the document entitled Constructing An Operational Plan Worksheet

Complete Phase 3

Correlating Strategic Goals and Program Components

Complete Phase 4

Identifying Objectives for Each Component

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Constructing an Org Chart Worksheet

Phase 1 Evaluate/Review Plans & Goals

The mission of _______________________________ (fill in your company name) is to

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________.

To fulfill our mission, the team has decided to implement the following project (briefly describe project idea)

_______________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________.

Our company will employee approximately ____ (insert # of) employees to implement the project.

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Phase 2 Determine work activities

Brainstorm, listing ALL the activities required to perform this project. I recommend starting with the major work activities such as Marketing. Then consider degree of specialization and decide how Marketing should be broken down. Place all of the activities in the box below.

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Phase 3 Classify/Group Activities

Decide how you will departmentalize the activities you listed in phase 2—consider functional, geographical, customer, and product departmentalization or a mix. You may or may not need to use all of the boxes on this page—if you need more, draw them on the back of this page.

EXAMPLE

Grouping using functional with geographical.

Marketing

VP Marketing

Southeastern Region Manager

Sales Mgr, Package Mgr, Product Design Mgr

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Phase 4 Assign Work/Delegate Authority

For the moment, assume the role of a human resource manager. You have the authority to hire individuals to carryout the work. Create names for each of the positions you created. You may or may not use all of the boxes below—if you need more, draw them on the back of this page.

VP Marketing

Bill Pohl

Southeast Regional Marketing Mgr.

Package Design

Abe Smith

Sales Manager

Jim Coker

EXAMPLE

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Phase 5 Design your organizational chart

Create the organizational chart for your company. Be sure to:

1. Include job titles and names.2. Consider span of control, centralization and decentralization strategies.3. Illustrate using a dashed red line a department with functional authority over

another department.4. Illustrate using a solid blue line a department head with line authority5. Illustrate using a solid green line a department with staff authority and who they

provide assistance too.6. Include the title of your company and the date last updated.7. Include a legend for your chart8. Consider using landscape orientation

NOTE: You should end up with something like what you see on the next page. Keep in mind-this is only a sample—your chart will be much more sophisticated.

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Creative Concepts Inc.Last Updated March 22, 2015

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Constructing an Operational Plan Worksheet

Phase 1 Identify EACH of the different components of your program. For example, if your program involves students rotating through different stations, each station would be a component. Use the back of this page if you need more space. Identify at LEAST 3 components of your program.

For our project, the following components have been identified. See sample below:

1. At station #1, students will learn the health benefits of various fruits and vegetables.

1.______________________________________________________________________

________________________________________________________________________

2.______________________________________________________________________ ________________________________________________________________________

3.______________________________________________________________________ ________________________________________________________________________

4.______________________________________________________________________ ________________________________________________________________________

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Phase 2 For EACH identified component; write a short description of the purpose of the station in terms as though someone who knew nothing about what you were doing would be able to understand. Minimum 150 words PER component maximum of 350 words. Use the back of this page if necessary.

The following descriptions below describe the purpose of each component of the project. See sample below:

1. The purpose of station #1 is to teach students that eating healthy can be fun and taste great too! Students will receive various pieces of fruits and vegetables on a paper plate. Each member on our team will be responsible for teaching the students the benefits of each type of fruit or vegetable. Afterwards, an interactive quiz will be given to test the student’s knowledge. Our test will require students to answer a question about a fruit or vegetable. They will then place that item on a shish kabob stick. Those students who answer all of the questions correctly and have their fruit and vegetables in the right order will receive a prize.

1.__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

2.__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ 3.__________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

4.____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

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Phase 3 Identify the corresponding strategic goal(s) from your written strategic plan for each component of the program.

See sample below…

Program Component (take from Phase 1)

At station #1, students will learn the health benefits of various fruits and vegetables.

Corresponding Strategic Goal: (from strategic plan)

To educate students on health awareness

Program Component #1 (from Phase 1)________________________________________________________________________________________________________________________________________________

Corresponding Strategic Goal (from strategic plan)________________________________________________________________________________________________________________________________________________

Program Component #2 (From Phase 1)________________________________________________________________________________________________________________________________________________





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Phase 4 Identify ALL corresponding objectives for each component of the program. Indicated who will be assigned the task and when it should be completed by. After the objective has been completed, fill in the performance indicator section. The purpose of the performance indicator section is to fulfill the controlling function of management. You will likely have MANY objectives. Think about ALL of the things which need to be done so your project will be a success!

See sample below…

Program Component #1

At station #1, students will learn the health benefits of various fruits and vegetables.

Identified Objectives

1. Team member should purchase fruit and vegetables for project

Assigned to: April FlowersDate to be completed by: March 31, 2007 5:00 p.m.Performance indicator: Submitted receipt to financial officer on March 30th 3:00 p.m

2. Prepare PowerPoint presentation for audience

Assigned to: Sally MayDate to be completed by: June 2, 2007Performance indicator: Submitted completed to VP of Marketing for final review

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Final Document Requirements

1. Your typewritten strategic plan should:a. Look professional. Include the team’s logo on the title page.b. Be descriptive and in report format which means in paragraph format. A

MINIMUM of 750 words and a MAXIMUM of 2000 wordsc. Include the following side headings:

i. Mission statement1. Discuss who your customer was and why you choose them.

ii. Vision Statement1. Discuss what your team could do to sustain the project

iii. Core Values1. Define your core values and discuss why your team feels these are

important given your missioniv. Identified Goals

1. Define the goals your team listedv. SWOT Analysis Discussion

1. Define your team’s strength’s, weaknesses, opportunities and threats AND discuss how your team minimized the perceived threats and weaknesses and maximized the opportunities and strengths.

vi. Proposed Courses of Action1. Define the 2 courses of action (project ideas) the team considered

to reach their goals. Discuss why you ruled out one and selected the other.

vii. Project Details1. Discuss the major tenants of your project and how you felt the

project assisted the team in fulfilling their goals.

2. Your typewritten operational plan should:a. Look professional. Include the team’s logo on the title pageb. Be in the following format

Program Component/Station

Take from Phase 1 XXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Program Description for Component/Station


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Final Document Requirements

Corresponding Strategic Goal


Identified Objectives for Component/Station

Take from Phase 4 Objective #1 XXXXXXXXXXXXXXXXXXXXX

Assigned to: XXXXXXXXXXXXXXXXXXXXDate to be completed: XXXXXXXXXXXXXXXXXXXXPerformance Indicator: XXXXXXXXXXXXXXXXXXXX

Objective #2 XXXXXXXXXXXXXXXXXXXXXAssigned to: XXXXXXXXXXXXXXXXXXXXDate to be completed: XXXXXXXXXXXXXXXXXXXXPerformance Indicator: XXXXXXXXXXXXXXXXXXXX

3. Your typewritten Organizational Chart should:a. Include job titles and names.b. Illustrate using a dashed red line a department with functional authority over

another department.c. Illustrate using a solid blue line a department head with line authorityd. Illustrate using a solid green line a department with staff authority and who they

provide assistance too.e. Include the title of your company and the date last updated.f. Include a legend for your chart

Scoring Criteria:

0. Criteria not met or attempted.1. Effort indicates no academic understanding of criteria2. Effort conveys marginal mastery of criteria.3. Effort conveys general understanding yet lacks complete mastery of criteria.4. Effort conveys mastery of topic and thorough understanding.5. Effort indicates mastery of topic and exceeded instructor’s expectations

1. Demonstrate the principles of effective planning by developing and implementing a successful strategic plan.

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Mission Statement: Rating (1-5) CommentsClearly identified customer, product/service, and marketCustomer’s unmet needs were assessed and mission statement reflects serving those needs.Statement is free of grammatical errors and is presented in a concise understandable format.

Vision Statement:Statement portrays a futuristic vision of what the company should become.Team has defined a path toward sustainability of their project idea.Statement is free of grammatical errors

Core Values:Identified values are clearly defined and measurable.Team appeared cohesive, team members worked well others, and lived up to identified core values.Team explained rationale behind their core values.

Strategic Goals:Goals are broadly defined—not too project specific.Goals are challenging yet achievable.Goals include a deadline.

SWOT Analysis:Internal strengths and weaknesses are properly identified.External opportunities and threats are properly identified.Team defined ways to combat weakness and threats effectively.Team capitalized on their strengths and opportunities.Team was enthusiastic in modifying goals if SWOT presented too many challenges given limiting factors.

Proposed Action:Team developed at least two project ideas and provided a good

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rational for selecting one project idea over another.Project ideas were reflective of team’s mission and SWOT analysis.Major tenants of project idea were materialized, team accepts project idea and moves forward to executing the plan in a timely fashion

Program Components:Three program components of project were clearly identified.Program component descriptions were detailed and written so an outsider could easily understand the outcome of attending your project.Program components were effectively correlated to each of your three strategic goals.Sufficient number of project objectives were developed for each program component (likely 10 or more for each component) Project objectives were assigned logically to individuals based on position in the organizational chartProgram objectives included a reasonable deadline and performance indicator.

Rubric Score:Academic Points Earned:

Scoring Method: Ratings are tallied. Translate rubric score into academic points earned by viewing table.

Scoring Criteria:

0. Criteria not met or attempted.1. Effort indicates no academic understanding of criteria2. Effort conveys marginal mastery of criteria.3. Effort conveys general understanding yet lacks complete mastery of criteria.4. Effort conveys mastery of topic and thorough understanding.

Rubric Score Academic Points104 + plus 80

103-98 7697-93 7292-88 6887-83 6482-78 6077-75 5674-67 5266-62 4861-0 47-0

Master Course Objective(s)1. Exhibit principles of organizing by creating an organizational

chart reflective of the student’s plan.

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5. Effort indicates mastery of topic and exceeded instructor’s expectations

Organizational Chart: Rating (1-5) CommentsGiven nature of strategic plan and project idea, org chart identifies all major work activities. Degree of specialization is appropriate.Work activities are grouped logically using one of the five organizational structures (or variation of) we discussed in class.Chart is not too centralized—chart represents equal balance of work for all team members.All boxes in org chart display employee’s name and occupational title.Chart displays appropriate example of functional authority.Chart displays appropriate example of line authority.Chart displays appropriate example of staff authority.Chart includes a well designed an appropriately placed legend.Chart includes the title, logo, and date last updated.All lines of authority depicted in the org chart have arrows at the end of the line.Org chart is professional looking.Org chart has served the team well by identifying each person’s role in the team.


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Scoring Method: Ratings

are tallied. Translate rubric score

into academic points earned by viewing table.

Scoring Criteria:

0. Criteria not met or attempted.1. Effort indicates no academic understanding of criteria2. Effort conveys marginal mastery of criteria.3. Effort conveys general understanding yet lacks complete mastery of criteria.4. Effort conveys mastery of topic and thorough understanding.5. Effort indicates mastery of topic and exceeded instructor’s expectations

Staffing/Delegating/Leadership: Rating (1-5) CommentsTeam member were respectful of each other’s opinions and cultural differencesTeam members effectively used delegation—no one member was overburdened with responsibilities.Team was willing to meet together


47-45 3844-43 3642-41 3440-38 3237-36 3035-33 2832-31 2630-28 2427-0 22-0

Master Course Objective(s)1. Identify staffing issues and practice the art of delegation.2. Demonstrate leadership skills as a team member of a group

project.3. Practice control measures to ensure team performance

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outside of class time to work on project detailsMembers developed a working relationship with each other and earned the trust of their coworkersMembers provided positive reinforcement to other team members to help them self-actualizeTeam wore appropriate attire—representing themselves as leaders of our community.Team effectively incorporated the components of FISH by making work fun, encouraging play, by being present physically and mentally, and promoting positive work attitudes.

Controlling:Team effectively fulfilled their project goals on event day. (points earned for this criteria multiplied by 4)Event was well organized and any unexpected issues were handled appropriately and in a timely fashion.(points earned for this criteria multiplied by 4)Guests appeared to appreciate your efforts and found usefulness in attending your event.Final documents were submitted by the course deadline.Financial receipts and all monies were returned by deadline to instructor.Team was able to effectively handle staffing (behavioral issues) internally without the guidance of the instructor.


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Scoring Method: Ratings are tallied. Translate rubric score into academic points earned by viewing table

Final Score:


75-72 4871-68 4567-64 4263-61 4060-57 3756-53 3552-49 3248-45 3044-0 29-0

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