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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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CFs and CSOs Groupings
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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CFs and CSOs Groupings
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
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