building sustainability for your organization

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Building Sustainability for your Organization

Workshop Session II2008 Conference: “Service – The Sweet Life”

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Building Sustainability for your Building Sustainability for your Organization: Organization:

Now we’re rolling—but how do we Now we’re rolling—but how do we steer this thing and keep it going?steer this thing and keep it going?

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Even the most worthy projects and Even the most worthy projects and organizations do not run themselves. organizations do not run themselves. Why do some flourish, and others Why do some flourish, and others

fail? fail?

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This workshop takes a practical look at This workshop takes a practical look at the elements that spell disaster or the elements that spell disaster or

success for community projects and for success for community projects and for non-profits.non-profits.

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How Is This Going To Go?How Is This Going To Go?

• Contact information• What is sustainability?• Capacity Building

• What are the issues?• Where to start

• Practical tools• Icing on the cake

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Utah Office of Faith-Based and Utah Office of Faith-Based and Community InitiativesCommunity Initiatives

• [email protected] • http://housing.utah.gov/uofbci/index.html • Useful links are on this website• E-letter / grants lists / other helps• 801-538-8875

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Sustainability is more than skill Sustainability is more than skill at attracting funding and other at attracting funding and other

support.support.

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Sustainability = Sustainability = Long-term Health and Long-term Health and

Vitality of an Vitality of an OrganizationOrganization

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Look at sustainability through these Look at sustainability through these lenses:lenses:

• Leadership Issues• Revenue Development and Management• Business Practices and Planning• Community Engagement and Collaboration• Program Development

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WHY?WHY?

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How Could This Happen?How Could This Happen?

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***Situation: Fraud in the nonprofit ***Situation: Fraud in the nonprofit world? A new study speculates that the world? A new study speculates that the rate is the same as in business; projected rate is the same as in business; projected $ size of problem was based on a close $ size of problem was based on a close

look at a few organizations. But the look at a few organizations. But the report resonated with the public. Why?report resonated with the public. Why?

What’s really happening here?Impact on Sustainability?

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***Situation: A nonprofit in another ***Situation: A nonprofit in another state hired a grants writer to find and state hired a grants writer to find and

write several grant applications. They write several grant applications. They were successful with two of them. were successful with two of them.

Eleven months later, the foundation that Eleven months later, the foundation that gave the biggest award asked for their gave the biggest award asked for their

grant money back.grant money back.

• What’s really happening here?• Impact on Sustainability?

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***Situation: An organization plans to ***Situation: An organization plans to expand their services (financial planning expand their services (financial planning

and coaching) to include a branch and coaching) to include a branch program in a small town 20 miles away. program in a small town 20 miles away.

They use the business plan that was They use the business plan that was successful in the city, and open up, only successful in the city, and open up, only

to find hostility instead of gratitude.to find hostility instead of gratitude.


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***Situation: A civic-minded person is ***Situation: A civic-minded person is the heart and soul of the organization he the heart and soul of the organization he

founded. Others can’t make a move founded. Others can’t make a move without him. Then, his employer without him. Then, his employer

transfers him out of state.transfers him out of state.


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***Situation: Community leaders convince a local ***Situation: Community leaders convince a local businesswoman that there is a dire need in the businesswoman that there is a dire need in the

community for a senior center and meals on wheels community for a senior center and meals on wheels program. The businesswoman pledges money to get program. The businesswoman pledges money to get

it started. Leaders hire a manager to run the it started. Leaders hire a manager to run the program, but the project just isn’t getting off the program, but the project just isn’t getting off the ground. The manager complains that no one is ground. The manager complains that no one is

helping, and one person can’t do it alone.helping, and one person can’t do it alone.


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For the long-term health and vitality For the long-term health and vitality of an organization, people in the of an organization, people in the organization need to focus on not organization need to focus on not

just the worthy cause, but on just the worthy cause, but on organizational capacity: organizational capacity:

• know what that is• decide it is important, and • make sure that it is addressed

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ORGANIZATIONAL ORGANIZATIONAL CAPACITYCAPACITY

• Leadership Issues• Revenue Development and Management• Business Practices and Planning• Community Engagement and

Collaboration• Program Development

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ORGANIZATIONAL CAPACITYORGANIZATIONAL CAPACITY

• Leadership Issues

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• Revenue Development and Management

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• Business Practices and Planning

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• Community Engagement and Collaboration

• "Knowledge speaks, but wisdom listens."

-- Jimi Hendrix

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• Program Development

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The Planning MatrixThe Planning Matrix

• Major Projects• Smaller Projects

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: FINAL DUE DATE:Goal Inputs Outputs Outcome

Planning Matrix (Major Projects)PROJECT START: FINAL DUE DATE:

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ProjectInputs Outputs Outcome

Tutoring students during school in reading and math

Volunteer ManagerVolunteersVolunteer training and mgtMaterials/curriculumTeacher buy-in/class time

By end of school year:60 tutors trained3600 hours of tutoring

Higher scores in reading and math computation

Improved outlook for students

Bring fun science projects to the school

Teacher CoordinatorVolunteersTraining for volunteersScience materialsClass time

By end of school year:12 Science volunteers36 Science lessonsInventory of materials and

lessons left for teachers

Higher scores in scienceMore student interest in

science

Math manipulatives in classes New or used kitsTraining for teachers

6 kits available by Sept. 1 Higher scores in math concepts

More student confidence in math

Effective after-school program Place, furniture and equipmentProject Manager VolunteersVolunteer training and mgtMaterials/CurriculumTeacher and parent buy-in Bus transportation at 5 p.m.

By August 5, 2008:3 volunteer supervisors10 teacher volunteers120 trained volunteers By end of school year:200 sessionsEvaluation report

Students safe and engaged after school

Students learning after schoolBetter homework completion

rateHigher test scores

© 2008 UOFBCI; May be used with permission.

Planning Matrix (Major Project)Planning Matrix (Major Project)

GOAL:GOAL: Raise test scores at Main Street ElementaryRaise test scores at Main Street Elementary START: START: 5/1/085/1/08 FINISH DATE: FINISH DATE: 6/1/096/1/09

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Planning Matrix (Smaller Projects)Planning Matrix (Smaller Projects)PROJECT:PROJECT: TASK DUE DATE:TASK DUE DATE: PROJECT DUE DATE:PROJECT DUE DATE:Task:Task: Task Start Date:Task Start Date:Leader to Report To:Leader to Report To: Phone:Phone: Email:Email:

Assignment(s) Team Leader /Team Members

Phone/Email Reporting Dates

Date for Task Completion

1) Coordinate2)

Leader:

Team Member:

Team Member:

Team Member:

Team Member:

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Completion Date

1) Coordinate Team2) Complete MOU and contract for free rent

in the partially empty commercial building next to the school, deliver to Nancy; email team upon completion

3) Report to Mary by 5/15/08, and arrange tour of site with her

Leaders: George

BusinessmanMax Attorney

[email protected]@myfirm.com

5/15/086/2/08

5/15/08

1) Determine curriculum2) List needed furniture, equipment,

curriculum, supplies and materials; investigate what is available from the school to use

3) List what else is needed; get approval for purchase; order it (within budget and for delivery 7/1)

4) Develop plan for setting up site, managing supplies and materials

Team Member: Mary Teacher

[email protected]

5/15/086/2/08

6/2/08

Negotiate and schedule bus transportation Team Member: Jane Principal

[email protected]

5/15/086/2/08

5/15/08

© 2008 UOFBCI; May be used with permission.

Planning Matrix (Smaller Projects)Planning Matrix (Smaller Projects)PROJECT:PROJECT: After School Program at Main Street Elem.After School Program at Main Street Elem. TASK DUE DATE: TASK DUE DATE: 6/2/086/2/08 PROJECT DUE DATE: PROJECT DUE DATE: 8/5/088/5/08Task: Task: ArrangeArrange Facilities and Equipment Facilities and Equipment Task Start Date: Task Start Date: 5/1/08 5/1/08

Leader to Report To: Leader to Report To: NancyOrganizer NancyOrganizer Phone: Phone: 435-555-5555 435-555-5555 Email: Email: [email protected]@Yahoo.com

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Date for Task Completion

Review risk management and legal needs; develop parental release form; develop procedure for screening and criminal background checks; complete management plan

Leaders: George BusinessmanMax Attorney

[email protected]@myfirm.com

6/15/08 7/1/08

Lead volunteers in setting up site; implement management of supplies and materials

Team Member: Mary Teacher

[email protected]

6/12/087/15/08

8/1/08

1) Recruit teacher volunteers2) Train teacher volunteers3) Arrange for and implement school district

accounting and oversight, insurance, custodial services, and food services (snacks)

Team Member: Jane Principal

[email protected]

6/12/087/15/08

1) 5/15/082) 8/5/083) 6/12/08

1) Recruit volunteers2) Collect volunteer information and distribute

background check info. 3) Recruit for vacancies as needed

Team Member:Dan Volcenter

[email protected]

6/12/087/15/08

1) 7/15/082) 7/15/082) as needed

1) Develop volunteer training program2) Manage volunteer info. and background

checks; Train volunteers as tutors and activity leaders

3) Develop project evaluation plan 4) Implement evaluation and report at end of

year

Team Member: John Teacher

[email protected]

6/12/087/15/08

1) 6/12/082) 8/1/08 and as

needed3) 7/15/084) 6/13/09

1) Go to Volunteer Management Training 5/5/08 @8 a.m. at school

2) Supervise program MTWTh 3:00-5:30 p.m. during school year. At least 2 of 3 supervisors will be present each afternoon.

Team Members: Lois ParentTom DadBecky Grandma

LP: 435-555-7777, [email protected]: 435-555-8888, [email protected] BG: 435-555-9999, [email protected]

6/12/087/15/08

1) 6/12/082) 6/1/09© 2008 UOFBCI; May be used with permission.

Planning Matrix (Smaller Projects)Planning Matrix (Smaller Projects)PROJECT: PROJECT: After School Program at Main Street Elem.After School Program at Main Street Elem. TASK DUE DATE: TASK DUE DATE: 7/1/08-6/1/097/1/08-6/1/09 PROJECT DUE DATE: PROJECT DUE DATE: 8/5/088/5/08 Task: Task: Program Development Program Development Task Start Date: Task Start Date: 5/1/08 and 6/12/095/1/08 and 6/12/09 Leader to Leader to

Report To: Report To: Nancy Organizer Nancy Organizer Phone: Phone: 435-555-5555435-555-5555 Email: Email: [email protected]@Yahoo.co

building sustainability for your organization

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