Scope of Services and Timeline. PHASE 1: Project Organization & Best Practices Research Week Completed

Transcription

1 Organizatin Scpe f Services and Timeline Versin f December 9, 2011 PHASE 1: Prject Organizatin & Best Practices Research Cmpleted CONSULTANT Aug 8 12 Aug Aug Aug 29 Oct 28 CONSULTANT Nv 13 Nv 7 25 CONSULTANT Nv 28 Dec 2 Prject Organizatin Steering Cmmittee Setup assist bard f directrs in creating a steering cmmittee with brad representatin f key stakehlders. Prepare Media Release n WFHB Strategic Plan. Emphasize that planning prcess will fcus n natinal best practices and n cmmunity input and wnership. Create dedicated webpage n wfhb.rg t dcument strategic planning prcess. Pst draft reprts, meeting summaries, and presentatins. Link t public survey. List meeting dates. Secndary Best Practices Research Cnduct a web-based review f literature dcumenting current best practices fr cmmunity radi; prvide a written reprt. Best Practices Research Cnduct meeting with WFHB staff t review research n best practices literature and create questins fr best practices interview t include gvernance; management structure; prgramming; fundraising; vlunteer management; media mdels and jurnalism, and strategic planning in cmmunity media. Specific issues f interest with the listed areas: cllabratins and technlgy and space needs. Cnduct interviews n best management practices. Identify and interview a maximum f 10 successful cmmunity radi statins n a natinal r reginal basis; prvide a written reprt. Review and discuss revisin f Best Practices Reprt with WFHB staff. 1

2 CONSULTANT Dec 14 Steering Cmmittee Meeting #1 (2 hurs) Prject Organizatin & Best Practices Reprt. Discuss rle f steering cmmittee and WFHB staff in cmpleting assigned tasks in scpe f services. Review and discuss best practices reprt in terms f: Gvernance Management structure Prgramming Media mdels and jurnalism Fundraising Vlunteer management Strategic planning in cmmunity media Review steering cmmittee SWOT respnses, prvide additinal input, and create initial prfile. Discuss frmats and questins fr survey, fcus grup, and public frum. Create executive cmmittee. Organizatin Cmpleted PHASE 2: Research Stakehlder & Public Input Public Survey & Key Infrmant Interviews CONSULTANT Dec Design public survey n WFHB maximum f 30 questins. Jan 3-6 Jan 9 20 Jan 9 Jan 9 Feb 10 Develp, publicize and pst taskfrce applicatin frm effrt shuld be nging and integrated int each public interface. Cnduct 10 interviews based n survey questins with Majr Cntributrs & Vlunteers prir t press release and distributin f survey. Create and distribute media release reviewing the strategic planning prcess and fcusing n the immediate release f the public survey and subsequent pprtunities t participate in fcus grups, the public frum, and actin planning taskfrces. Cnduct, tabulate and analyze public survey maximum f 30 questins. Prvide web-based questinnaire nline. Prvide hardcpies at public venues. Prvide reprt with analysis, respnse tables, graphs, and charts. CONSULTANT Feb Review and revise analysis f survey. 2

3 Public Frum Members, Vlunteers, & Listeners Organize and publicize fcus grups and public frum. Secure lcatins and set dates and times. Identify fcus grup participants CONSULTANT will assist executive cmmittee and staff. Prepare media release t annunce frum and fcus grups and include recruitment fr taskfrces. Feb Prepare flyers t be distributed by the steering cmmittee, bard, staff, and WFHB members. Prepare infrmatinal materials fr frum. Identify and invite thrugh direct cntact key cntributrs, vlunteers, listeners, and civic leaders. Prepare PwerPint and/r vide presentatin n present missin, gals, and structure f WFHB. Cnduct public frum. Give presentatin abut: CONSULTANT Feb 27 Mar 2 WFHB missin, gals, and structure. Current strategic planning prcess and anticipated utcmes. Distribute surveys and cllect respnses. Lead discussin abut strengths, weaknesses, threats, and pprtunities. Prvide a written reprt n prceedings. CONSULTANT Feb 27 Mar 9 Fcus Grups 1 Cnduct tw fcus grups and prvide written reprts. Determine apprpriate stakehlder grups fr fcus grups based n best practices and primary research. Tw pssible examples include: Existing and ptential cllabrating agencies. Civic leaders. Prepare targeted questins fr each fcus grup t direct guided discussin. Cnduct tw fcus grups. Prvide written fcus grup reprt that includes: Analysis f findings. Cmplete written summaries. Audi recrdings f bth sessins. 1 Fcus grups are a prven qualitative research tl. They prvide deeper knwledge n a narrwer scpe f questins than surveys. When prperly mderated, they allw participants an pprtunity t engage in a cnversatin rather than an examinatin. By allwing this cnversatin the freedm t mve in unanticipated directins, it is pssible t learn abut perceptins and attitudes that a survey wuld nt uncver. In additin, primary research activities such as fcus grups, interviews, surveys, and frums als help t establish relatinships with key stakehlders civic leaders, cntributrs, vlunteers, members and listeners. 3

4 Organizatin Cmpleted CONSULTANT Mar Mar 19 Apr 20 CONSULTANT Apr 23 Apr 27 PHASE 3: Creating the Plan Actin Planning 4 Steering Cmmittee Meeting #2 (2 + hurs): Review and discuss input frm frums and best practices research and begin planning prcess. Review and then affirm r revise missin and gals f WFHB. Create six taskfrces t prpse bjectives and create actin plans with steps t cmpletin and budgets cnsistent with gals and missin in the fllwing areas. Gvernance and management structure t include rles f bard, staff, vlunteers and the general membership. Prgramming music. Prgramming - media mdels, jurnalism, and cmmunity cllabratins. Technlgy and space needs Identifying cst-effective slutins t imprve efficiencies and reduce cst and time fr staff and vlunteers thrugh existing and/r new technlgy. Determining timelines and funding needs fr maintaining, replacing and/r purchasing equipment. Fundraising. Vlunteer management. Prvide strategic planning rientatin fr steering cmmittee and taskfrce members. Distribute and discuss actin planning frm that helps rganize bjectives and actin plans t take advantage f strengths and pprtunities, mitigate weaknesses and threats, and integrate best practices. Discuss hw t use best practices and primary research t infrm and frame bjectives and actin plans. Launch taskfrces t undertake actin planning. Planning Retreat Task frces cmplete actin plans Steering Cmmittee Meeting #3 (half day retreat). Each taskfrce presents prpsed bjectives and actin plans with budgets. Objectives, actin plans and budgets are affirmed r revised and then priritized.

5 CONSULTANT Apr 23 May 4 Delivery f Final Reprt Preparatin f Final Reprt. The final reprt will cnsist f: A lng term visin fr WFHB. A set f priritized gals and bjectives and a prjected budget incme and expenses. A plan with written text and appendices fully dcumenting the planning prcess, varius surces and types f input, and expected actins and results. Actin plans detailing steps t cmpletin fr each bjective, estimated cst, individuals respnsible fr cmpletin f each step staff, bard members, vlunteers r partnering agencies. A schedule and prcess fr plan revisin. 5