Change Facilitators Meeting PMT (Final)

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Meeting with Change Facilitators for

Sustainability Funding Support to CSOs

Oct. 27th, 2011

STAR-Ghana Conference Room

10.00 AM


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Meeting Objectives

The objective of the meeting was toprovide further guidance and information

on the STAR-Ghanas Sustainability

Funding Mechanism to ChangeFacilitators; discuss in detail the nature of

the assignment and timelines and

logistics for the assignment

Address any other issues


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Why STAR-Ghana Sustainability Grant

Funding?

The primary aim of the sustainability

grant funding window is to provide

targeted support to CSOs eitheralready working in STAR-Ghanas

thematic areas, and/or whose

objectives and activities are closelyaligned with those of STAR.


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Rationale For STAR-Ghana

Sustainability Funding-1

STAR-Ghana s approach is to provideinstitutional support that will lead to greater

sustainability for CSOs

Sustainability is therefore the process wherean organization is able to develop and change

in a planned manner within available

resources that is, the organisation and itsservices and activities are sustainable.


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Rationale For STAR-Ghana

Sustainability Funding-2

The process is carefully planned and

implemented to benefit the organization, its

employees and its stakeholders.

The change process supports improvement of

the organization. The organization is assessed

to create an understanding of the current

situation and to identify opportunities forchange that will meet its long term vision


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Rationale For STAR-Ghana Sustainability

Funding-3

This allows people to look beyond theimmediate context and to appreciate theimpact of their actions upon others (and viceversa)

Through such a process the pathway fromvision to impact becomes clearer and theorganisation begins to move beyond a focus

on the parts, to begin to see the whole, and toappreciate the organisation as a dynamicprocess.


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Operations

Values,Culture, etc

Strategic

Sustainability :

Organisational Interventions


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Key Features Of STAR-Ghana Support -1

1. Support will be available to organisations

irrespective of size, scope and range of

activities, be they: national or sub-national;

and growing, consolidating or maturing, or at

risk of declining after maturity.

2. Support will be on the basis of developed

change plans(Step change plans)

3. Support will be for components of the plan and

not the whole plan


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Key Features Of STAR-Ghana Support -2

This funding will be available on a competitive

basis and will have the following features:

be a contribution to achievement of granteesorganisational step change plans

applicants aims are aligned to STARs purposeand strategic direction;

the support is time bound and performance

linked; and Value for Money (VFM) principles are

mainstreamed in all aspects of the

organisations work.


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STAR-Ghana Concept of the Organisation Life

Cycle


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Possible Areas Of Focus For

Organisations


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PROPOSED CRITERIA FOR EACH PROGRESSIVE STEP CHANGE

Category

Phase I

(Start-up and Growth)

3 to 5 Years

Phase II

(Expansion and Consolidation)

4 to 6 Years

Phase III

(Maturity and Transformation)

5 to 10 Years

Phase IV

(Re-engineering/

Transformation or

Decline/Death)

10 Years +

Governance Expand the board. Clarify board memberroles and responsibilities. Offer training.

Create formal governance structure -

including committees

Conduct board retreats for planning and

training. Formalize board recruitment

process. Culturally diversify composition.

Develop board orietation and mentorprogram. Focus on policies.

Institute an annual board evaluation.

Enhance board fundraising capacity and

committee structure

Re-energize or develop new

board. Explore partnerships with

others. Board retreat - revise

board planning and revitalizeboard nomination process.

Clarify board roles.

Staff

Leadership/Manageme

nt

Provide a mentor or coach for development

of the leader. Assess Executive Director's

ability - maximize strengths and minimize

weaknesses.

Clarify Executive Director's primary roles.

Establish ED annual priorities. Delegate and

offer more administrative support and

begin succession planning for key staff.

Enhance ED annual evaluation process

and clarify roles related to staff

management. Explore additional

coaching.

Develop succession plans for key

leadership. May need a new or

interim Executive Director.

Staffing Use and recognize volunteers well. Hireadministrative support. Consider contract or

part-time for needed expertise - accounting,

etc.

Hire more administrative support. Develop

job descriptions and work charts. Refine

volunteer management functions and

expand base. Create personnel policies.

Increase personnel management and

provide more training, including

management training. Ensure proper

volunteer programs. Conduct salaryreview and comparison. Prepare staff

for diversity.

Prepare for major staff changes

and push for enhanced internal

collaboration. Re-evaluate the

volunteer program and exploreways to keep essential staff.

Reassig staff as needed and

consider new staff structures.

Programme

Development/Services

Assess and begin to improve quality.

Establish criteria for what activities and

programs to pursue

Develop a strategic plan to clarify and

integrate. ID and track client outcomes and

learn to say 'no' to opportunities. Develop

collaborations to better serve client needs.

Explore new program delivery models.

Develop internal process for evaluating

new opportunities and review strategic

plan and develop a long-range program

plan.

Undertake strategic planning to

review activities-reduce and

focus efforts. Conduct formal

program evaluation - survey

clients. Explore best practices,

models and collaborative

relations.

AdministrativeSystems/Operations

Formalize record keeping and manuals.

Begin to establish basic program, policies

and manuals

Automate data management. Purchase

necessary technology and equip. Develop

maintenance and replacement plan.

Improve internal communication

Develop a risk management plan.

Upgrade technology hardware and

software. Ensure adequate

administrative staff and formalize

internal communication.

Centralize key administrative

functions, revamp systems and

equipment. Re-examine policies

- reduce red tape.

Finances Expand funding sources and institute formalaccounting policies and procedures. Hire an

experienced accountant and begin to plan

for future financial needs

Develop a multi-year budget - including

capital budget. Establish formal financial

controls and create a development plan.

Diversify funding streams - expand

individual giving base. Hire a development

person and explore capital campaign

feasibility.

Develop an operating reserve and

policies. Review fundraising plan and

enhance fundraising capacity.

Expand funding sources. Detailed

financial analysis. Explore short

term cost reductions and analyze

current fundraising strategies.

Add resources to development.

Marketing/Community

Awareness

Develop a condensed fact sheet and createtalking points for board/volunteers. Begin

to develop an organization brand/identity.

Have board more involved in communityrelations. Develop brand and image.

Enhance professionalism of promotional

Enhance marketing capacity. Betterutilize technology for communication

and develop long term marketing plan.

Proactive public relationscampaign. Keep key stakeholders

updated.


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Nature Of the Assignment


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Purpose of the Assignment

The purpose of the assignment is toprovide technical support, including

process facilitation, accompaniment and

targeted capacity building to assigned civilsociety organisations.


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Scope of the Work Required

Task 1: Develop a methodology to provide

technical assistance to shortlisted CSOs to

apply for STAR-Ghanas Sustainability grant.

Review of relevant programme documentation

especially on GESI and CB Consultants own specific knowledge and

experiences in implementation of similar

initiatives in Ghana and elsewhere;

Consultations with the PMT, particularly the

Programme Manager and Deputy Programme

Manager, and the programmes technical advisors.


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Scope of the Work Required

Task 2: Provide technical assistance to short-

listed applicants: Undertake an in-depth assessment of the organisation

using the attached tool

The sustainability assessment tool has not been tested

with GPs as yet.

CF should test it at least once and feed back to thePMT

Provide support, including process facilitation and

technical advice to shortlisted CSOs to enable themdevelop and submit detailed Step change proposalsfor the Sustainability grant.

Provide continued technical support on demand to

selected organisations.


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Deliverables Submit inception report outlining initial findings and

a plan of activities following the initial meeting withCSOs;

Targeted support, tailored to meet eachorganisations specific needs and situation to enablethem develop Step Change proposals.

The key features of a step change proposalsubmitted by the organisation to STAR-Ghana.

An end-of-assignment report indicating key

processes and key learnings and recommendationsfor STAR-Ghana and supported organisations.

Assist in the development and implementation ofCOPs around sustainability

h d


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Key Documents that CFs need to

familiarize with

STAR-Ghana Theory of Change and Philosophy; STAR-Ghana Sustainability Grant Strategy

STAR-Ghana Gender Equality & Social Inclusion

(GESI) strategy; STAR-Ghana Capacity Building Framework

Further information are available on our

website: www.star-ghana.org


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Timelines and Inputs The assignment will be implemented within

the period starting the week ofNov to

December, 2011. This will include visits to the

CSOs locations and consultations with the

PMT.

Inputs allowed for the assignment are:

Up to 8 days of work by the Consultant per

CSO;

Support from the Programme Management

Team


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Reporting Template For Change FacilitatorsIntroduction

Summary of plan for sustainability:

Areas of strength in organisation

Areas for Change:

Governance

ManagementFinancial Management

Changes effected, to come or revised.

Comment on progress to date

Progress Report

Work planned for the period

What was achieved?

How was it achieved were technical, people and financial resources adequately considered?

What contributed to success or constraints to the process?

Mention plans that could not be implemented and why?

What could have been done better?

Learning Issues for the organisation

How will these impact on how processes are managed going forward?

Process Issues

Were the best decisions made in thinking through resources, and styles in change plans? If not what changes should be considered?

Is the timing and people management progressing as planned?

What learning and difficulties are staff experiencing and are they receiving sufficient support and reinforcement?

Is the organisation managing to maintain focus on its mission while managing change?

Is the relationship between the facilitator and the organisation working well? If not, can STAR help in any way?

Revisions to be considered in plan

Are these major or minor?

Conclusions and Recommendations


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CFs and CSOs Groupings

Meiji Consult Ltd

1. Christian Rural Aid Network

2. Link Community

Development - Ghana

3. Child Research And Resource

Center

4. Childs Rights International

Associates for DevelopmentPartnerships (ADP)

1. Centre For The Development

Of People

2. Coalition Of NGOs In Water

And Sanitation

3. Resource Link Foundation

4. SODIA

5. WiLDAF


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Shawbell Consulting Ltd

1. CDD-Ghana

2. GNECC

3. Institute for Fiscal Policy

4. I SODEC

5. VOLPHIG

GIMPA Business School

1. National Catholic Secretariat

- Department of Human

Development

2. Pamoja Ghana Reflect

Network

3. PUBLIC AGENDA

4. Special Attention Project


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CFs and CSOs GroupingsGlobal Organisational

Development Consultants

1. Campaign for Balance

Education and Development

2. Centre for Active Learning

and Integrated Development

3. Dawah Academy

4. Northern Network for

Education Development

METACEPT

1. Partners In Participatory

Development

2. Regional Advisory Information

and Network Systems

3. Rural Media Network

4. Youth Action on Reproductive

Order


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University of Cape Coast Consultancy Unit

1. CODAC

2. Northern Patriots in Research and Advocacy

3. ASUDEV

4. PRONET


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Logistics

Introductions by letter to our GPs

Travel and accommodation/per diem costs will

be covered by STAR-Ghana based on agreed

travel schedule/work plan and in line withSTAR-Ghana rate

Fee rates to be negotiated with each

organization


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Thank You

Your Questions and Comments?


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Next Steps

Change Facilitators Meeting PMT (Final)

Documents

Transcript of Change Facilitators Meeting PMT (Final)