Planning Your Grant Deliverables

Secrets of Workshop Coordination

Objectives

• Be able to identify and implement key activities such as:

– Developing a year-long workshop plan to ensure successful completion of grant deliverables

– Tracking coordination tasks to ensure successful workshop implementation

Grant Deliverables

• 220 Completers for Chronic Pain

Self-Management Program

– Participants that complete 4 of 6 sessions of the workshop

How Many Workshops do we need?

• Determine approximately how many completers you expect per workshop

– CPSMP is a new program, so we expect 7 completers per workshop

• Formula:

– # Completers (deliverable) ÷ divided by # completers per workshop

Workshops Required

• Deliverable: 220 completers

• Completers per workshop: 7

• Formula

220 ÷ 7 = 31.4 workshops

• During the grant year, we need 31 CPSMP workshops

Mapping out Workshops

• Spread the workshops over 4 quarters

• Reminder:

– November and December are challenging months for workshops

– January and February workshops have stronger participation rates

Mapping out Workshops

Quarter 1Jan-March

Quarter 2April-June

Quarter 3July-Sept

Quarter 4Oct-Dec

9 8 8 6

Need 31 Workshops

Quarter 1 Deliverables9 workshops

Site Start Date End Date Leader 1 Leader 2

Valley Senior 1/10/18 2/14/18 Stan Sue

Macy Hospital 1/25/18 3/1/18 Amira Alex

Hogan Housing February Yuliya Stan

Canyon Center February Sue Lucia

Collier School February

March

March

Workshop Coordination

• Need success at every step from planning to implementation

• Start with clear communication of expectations for host sites

• Establish timeframe for each step

• Schedule check-ins and follow-up conversations

7-8 Weeks Before the Workshop

4-6 Weeks Before the Workshop

3-4 Weeks Before the Workshop

2-3 Weeks Before the Workshop

1 Week Before the Workshop

Throughout Workshop Sessions

Thank You!

Kathryn Keogh, MPHProject ManagerHealth Self-Management ServicesPartners in Care Foundationcmanfre@picf.org

Karol Matson, RD, CDEDirector of Diabetes and Self-ManagementHealth Self-Management ServicesPartners in Care Foundationkmatson@picf.org