russ spain, ccap nick burrows, ccap sheryl bailey, ccap the journey to winning the award for...
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RUSS SPAIN, CCAPNICK BURROWS, CCAPSHERYL BAILEY, CCAP
The Journey To Winning The Award For Excellence in
Community Action
THIS PRESENTATION CAN BE DOWNLOADED AT WWW.EICAP.ORG/CAP2012
Agenda
TimelineApproachDeploymentSite Visit PreparationCategory ActivitiesQuestions and Answers
Timeline
October 2005 - Started Pathways to Excellence June 2007 – Completed the Pathways Self-StudyOctober 2007 – Received Pathways Feedback ReportSeptember 2008 – Formally Started Excellence Program January 2011 – First Award for Excellence SubmissionMay 2011 –Technical Assistance Site VisitAugust 2011 – Received Feedback ReportJanuary 2012 – Second Award for Excellence SubmissionApril 2012 – Award for Excellence Site VisitJune 2012 – Notified of Award for Excellence
Approach
Low Hanging Fruit (September 2008) Engaged 40 employees, 2 Board members and 1 Policy
Council member A team was formed for each category Category 7 Team was original Pathways Self-Study
Team Category Teams Reviewed Standards and Pathways
Feedback Report to determine: What we are doing Gaps in our operations The “low hanging fruit” to address those gaps
Monthly meetings with each Category group
Approach
Integration of Project (August 2009) Dissolved category teams Created two smaller teams
Fact-Finding Made recommendations to Deployment Group Assembled documentation where we already met
standards Deployment
Developed plans and implemented projects and initiatives to solve problems
Each team met every other week This approach remained active for about six months
Deployment
Application August 2010 – We made the decision to apply for the
Award for Excellence We knew that if we didn’t have the added pressure of
the application, we would continue spinning wheels and the changes we needed to make would not happen
In writing our self-study for the application we honestly assessed where we stood as an agency, up to stating that we didn’t meet a specific standard
Submitted in January 2011
Deployment
Technical Assistance Site Visit Lil contacted us and said that the review team was
impressed with our submission, however, we hadn’t met all of the standards
We were given the opportunity to have a TA Site Visit May 2011 – TA Site Visit
Added context to the submission Gave ideas for fixing existing gaps
We immediately wrote formal policies for what we had developed and implemented the “low hanging fruit” that came from the site visit
We would not be receiving this award this year without this!!
Deployment
Feedback Report We did an inventory of every Strength and OFI in the
feedback report For each OFI, we conceptualized what it would look
like for our agency If we had already done it, we crossed it off our list We developed policies and procedures for what we
conceptualized, presented them to Leadership Team and then to the Board for adoption
Submitted second Award for Excellence Self-Study in January 2012
Site Visit Preparation
We went through our responses to each standard and determined what documentation we needed to provide to support what we submitted
We provided every document electronically via Google Sites
https://sites.google.com/a/eicap.org/award/
Category Activities
Category 1 Defined Leadership System Updated Agency By-Laws Added Ex Officio Members to Board from Advisory
Groups Adopted Advocacy Issues Measured Impacts of the Advocacy
Category 2 Developed a Strategic Planning Timeline Formally Defined Sources of Information Added Output Based Metrics to Strategic Plan
Category Activities
Category 3 Formally Defined Customers Created Program Service Guides To Improve Referrals Deployed Customer Feedback Cards Standardized Community Needs Assessment Conducted Focus Groups Developed Policy for Employee Satisfaction Developed Partnership Scorecard Have a Partner Open House
Category Activities
Category 4 Developed a written Technology Plan Created Unduplicated Count Process Created Performance Scorecard based on Strategic
Plan MetricsCategory 5
Formalize Policy for Hiring Low-Income People Include Training Requests to Annual Evaluations Created Training Evaluations
Category Activities
Category 6 Developed Administrative and Financial Risk
Assessment Contracted the Development of Communications Plan Created and Implemented Awareness Surveys Developed a System to Track Internal Referrals Formalized a Performance Management System Developed a Project Management Framework
Category 7 Ensured all Policies Discussed How the Results of the
Activity will be Tracked and Incorporated into Scorecard
Contact Information
Russ Spain – rspain@eicap.orgNick Burrows – nburrows@eicap.orgSheryl Bailey – sbailey@eicap.org
Any Questions???
This Presentation and Supporting Documentation can be Downloaded at www.eicap.org/cap2012
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