Georgia Family Connection Partnership Ready Talk Presentation: Overview of GaFCP Standards Marian Ga

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Georgia Family Connection PartnershipReady
Talk Presentation Overview of GaFCP
StandardsMarian Gamble and Julie SharpeJuly
and August 2008
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Agenda

• Context and History of Georgia Family Connection
  Partnership and Family Connection Standards
• Review of GaFCP Standards
• How to provide input on standards

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Context and History
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Context
Standards

• Provide a means for strengthening and enhancing
  collaborative process and structure
• Provide a mechanism for results accountability
• Provide a template for organizational growth and
  development
• Answer questions related to quality

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Context
Standards exist in many areas

• Nonprofit standards piloted by Minnesota
• Georgia Department of Education Schools of
  Excellence
• JACHO
• Council on Accreditation
• Communities in Schools

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Context
Georgia Family Connection Partnership and the
Family Connection network of collaboratives are
unique. There is not a textbook solution or
example that fits our situation.
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Context GaFCP

• Georgia Family Connection Partnership is a
  statewide nonprofit organization governed by a
  Board of Directors.
• The Board has regional representatives and
  members from business, government, nonprofits,
  and faith community.
• Office in Atlanta staff based in Atlanta and in
  regional areas. Consultants also provide
  technical assistance to communities.
• Funding is provided by the State of Georgia,
  foundations, federal grants, and private
  donations.
• GaFCP manages the Family Connection state funds
  and provides collaborative planning and reporting
  frameworks.

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Context Family Connection

• Started in 1991 with public and private
  investments.
• 157 county collaboratives (one collaborative
  serves three counties)
• Governance varies from formal (legislative
  authorities and nonprofit organizations) to
  informal (meet and confer groups).
  Collaboratives have representation from community
  partners.
• Funding is provided by the State of Georgia
  through a contract managed by GaFCP. Some
  collaboratives have multiple sources of funding.
• There is not a supervisory link between GaFCP and
  Family Connection collaboratives.

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History of Standards

• Standards workgroup, with community
  representatives, formed in Spring 2003.
• The workgroup is composed of community
  representatives, GaFCP staff, and GaFCP
  consultants.
• The workgroup meets six times per year conducts
  Self Assessment site visits conducts the Meets
  standards and Proficient standards reviews.

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History of Standards

• A variety of standards were used by GaFCP from
  1991 through 2003.
• Developmental Stages
• Strategic plan guidelines, annual plans,
  evaluation plans, and evaluation reporting
• But these were not enough to answer questions
  about quality from legislators, funders, and
  collaboratives.

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Standards Overview

• Standards workgroup developed standards from
  Spring 2003 through Spring 2004.
• Comments and feedback solicited through five
  sessions across Georgia written input submitted
  to GaFCP and input from Standards Workgroup.
• Meets Standards piloted in FY05
• Meets Standards implemented in FY06
• Proficient Standards implemented in FY07
• Draft GaFCP Standards developed by workgroup in
  FY08

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Georgia Family Connection PartnershipStandards
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GaFCP Standards

• Governance
• Strategic Planning
• Evaluation
• Finance
• Administration and Operation

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GAFCP Standards

• Board of Directors
• 46 standards
• Staff and consultants
• 33 standards
• Equivalent to Proficient level

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Governance Board Representation and Composition

• B1. Board members represent at least five of the
  following sectors a) public agencies b)
  non-profit organizations c) business community
  d) collaborative e) family representatives f)
  faith community g) civic organizations and h)
  local government.
• B2. GaFCP board composition reflect diverse age,
  gender, race and geographic locations.

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Governance Board Decision-Making and Leadership

• B3. Decisions are made with input from all board
  members.
• B4. By-laws or written procedures govern
  decision-making.
• B5. Board decisions are documented.

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Governance Board Decision-Making and Leadership

• B6. Conflict of interest policy is written and
  followed.
• B7. Conflict of interest statements are provided
  to board members.
• B8. Committees are used for effective structure
  and decision-making.

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Governance Board Roles and Responsibilities

• B9. A clear description of the roles and
  responsibilities of a board member is provided.
• B10. Orientation is provided for new board
  members.
• B11. Board members are provided with information
  and opportunities in order for them to be
  effective board members.
• B12. A board attendance policy is followed and
  board members are held accountable for
  attendance.

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Governance Family Involvement and Engagement

• B13. GaFCP has assessed itself on family
  involvement/engagement.
• B14. GaFCP actively seeks input from family
  members.
• B15. GaFCP board has representation that
  provides the perspective of families.

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Strategic Planning Strategic Plan

• B16. Strategic plan is reviewed and approved by
  the Board.
• S1. Strategic plan is reviewed and revised on a
  regular basis (no less than every three years).
• S2. Strategic plan incorporates environmental
  scan, goals, strategies and outcomes.
• S3. Strategic plan is made available to the
  public.

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Strategic Planning Strategic Plan Implementation

• B17. Operating plan is linked to three-year
  strategic plan and to approved budget.
• S4. Operating plan is revised annually.
• S5. Operating plan is used as guideline for
  staff activities.
• S6. Timelines are developed and adhered to for
  staff completion of Operating Plan strategies.

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Strategic Planning Involvement in Planning

• B18. Board and partners participate in
  development of strategic plan.
• B19. The GaFCP collaboratives have the
  opportunity to provide input into development of
  the strategic plan.
• S7. GaFCP staff and consultants participate in
  the development of the strategic and operating
  plans.

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Evaluation Evaluation Plan

• B20. Evaluation plan is linked to strategic
  plan.
• B21. Evaluation plan incorporates required
  components (theory of change process questions
  or indicators results questions or indicators
  methodology data collection/management plan
  reporting and using findings).
• B22. Assessment of organizational effectiveness
  is conducted at least once every three years
  during strategic planning to assess strengths,
  challenges, and needs.

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Evaluation Evaluation Plan

•  S8. Evaluation plan is used to guide GaFCP
  staff activities.
• S9. Staff and consultant roles and
  responsibilities for data collection , analysis
  and reporting are clearly delineated in
  evaluation plan.

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Evaluation Evaluation Report

•  B23. Findings from annual evaluation report are
  reviewed at a board meeting to monitor progress
  toward goals. 

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Evaluation Evaluation Report

•  S10. GaFCP staff report monthly on activities
  and accomplishments to provide ongoing
  information for evaluation.
• S11. Annual evaluation report includes findings
  from collaboratives to assess effectiveness and
  satisfaction with GaFCP.
• S12. Findings from annual evaluation report are
  used to monitor progress toward goals and modify
  operating plan.
• S13. Findings from collaborative satisfaction
  survey are used to improve quality of processes,
  programs, and activities.
•  

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Evaluation Involvement in Evaluation

• B24. GaFCP board members assess organizational
  performance and progress by completing Board
  Member Survey.
• B25. Evaluation plan is approved by GaFCP board.
• B26. Evaluation report is approved by GaFCP
  board.
• B27. An external evaluator is used to conduct
  evaluation of GaFCP including organizational
  effectiveness.

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Evaluation Involvement in Evaluation

• S14. GaFCP staff and consultants assess
  organizational performance and progress by
  completing the staff survey.
• S15. GaFC collaboratives have the opportunity to
  assess GaFCP organizational performance and
  progress by completing the voluntary
  Collaborative Satisfaction Survey.

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Finance Financial Management

• B28. GaFCP approves an annual budget.
• B29. Written financial reports are presented and
  approved at GaFCP board meetings.
• B30. GaFCP has finance or other designated
  committee that is responsible for fiscal
  oversight, budget development, and other fiscal
  processes.
• B31. Reports to funders are submitted according
  to grant requirements.

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Finance Financial Management

• B32. GaFCP board assesses financial performance
  in relation to budget on a regular basis.
• B33. An external audit is conducted annually,
  audit report meets accounting standards, and
  audit report is presented to the GaFCP board.
• B34. Financial reporting for contracts, state,
  and federal reporting is timely and approved by
  GaFCP board.
• B35. GaFCP annual financial information is
  communicated to constituents.

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Finance Financial Management

• S16. Written financial reports are prepared by
  staff on a monthly basis and presented to the
  Executive Committee.
• S17. For organizations that GaFCP serves as
  fiscal agent, written financial reports are
  prepared as required by the organization.
• S18. For organizations that GaFCP serves as
  fiscal agent, MOAs are updated annually.
• S19. Report to funders are prepared and
  submitted by GaFCP staff according to grant
  requirements. Reports are approved by CFO before
  submission.
• S20. Contracts are managed by GaFCP staff
  according to accounting standards.

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Finance Fiscal Policies and Procedures

• B36. Written financial procedures are adopted to
  monitor major expenses, including payroll,
  travel, investments, expense accounts, contracts,
  consultants, and leases.
• B37. The board periodically assesses risks and
  purchases appropriate levels of insurance to
  manage liabilities.
• B38. A process is in place for employees,
  consultants, and board members to allow for
  confidential reporting of suspected financial
  impropriety or misuse of organizational
  resources.

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Finance Resourcing the Organization

• B39. GaFCP complies with all federal and state
  laws related to resource development.
• B40. GaFCP has at least three revenue sources,
  including public and private entities.
• B41. GaFCP has a plan for resource development
  and sustainability.

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Administration and Operation Personnel
Management

• B42. GaFCP board ensures that personnel
  management and operational procedures are in
  place to support the operation of the
  organization.
• B43. GaFCP board provides appropriate
  supervision for Executive Director (e.g. set
  compensation, annual performance review).
• B44. GaFCP board ensures compliance with federal
  and state employment laws.

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Administration and Operation Personnel
Management

• S21. GaFCP staff members meet on a regularly
  scheduled basis.
• S22. GaFCP Management Team ensures that fiscal,
  personnel management, and operational procedures
  are used across the organization.
• S23. GaFCP Management Team provides appropriate
  supervision for employees including approval of
  leave, annual performance review, and approval of
  travel.
• S24. GaFCP staff members have the opportunity to
  attend at least one staff development event
  and/or training annually.
• S25. GaFCP Management Team provides effective
  leadership.

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Administration and Operation Personnel
Management

• S26. GaFCP Management Team has the experience
  and background to oversee functions and
  responsibilities of the organization.
• S27A. If personnel are hired through GaFCP or
  other nonprofit organization
• Personnel policies should include the following
  at minimum
• Job description
• Annual performance review
• Compensation, benefits and leave
• Orientation
• Travel and expense reimbursement
• Termination and grievance procedures 

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Administration and Operation Personnel
Management

• AND/OR 
• S27B. If personnel are contracted
• GaFCP has a written contract updated and signed
  annually.  Contract should include the following
  at minimum
• Description of duties
• Deliverables
• Terms of service
• Compensation
• Orientation
• Travel and expense reimbursement
• Termination of contract  

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Administration and Operation Personnel
Management

• AND/OR
•  S27C. If personnel are employed by a public
  agency fiscal agent and staff are
  administratively attached to GaFCP
• GaFCP has proof of policies on the following at
  minimum
• Job description
• Annual performance review
• Compensation, benefits, and leave
• Orientation
• Travel and expense reimbursement
• Termination and grievance procedures 

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Administration and Operation Communication

• B45. GaFCP has a strategic communication plan
  that is shared with all board members.
• B46. GaFCP board has a process for internal
  communication. 

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Administration and Operation Communication

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• S28. GaFCP has ongoing communication with
  communities and local media, including brochure,
  Web site, newspaper articles, fact sheets, and
  annual report.
• S29. GaFCP has a process for internal
  communication.
•  S30. GaFCP has a strategic communication plan
  that includes process for crisis communication
  and is shared with all staff and consultants. 

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Administration and Operation Technical
Assistance

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• S31. GaFCP provides training and technical
  assistance that supports Family Connection
  collaboratives.
• S32. GaFCP provides support to local, regional,
  and state partners that is focused on building
  support for improving results for children and
  families.
• S33. GaFCP has a process for ensuring feedback
  from participants who receive training and
  technical assistance. 

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Process for Input and Next Steps
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Ways to Provide Input

• Written comments
• Full copy of GaFCP standards posted at
  www.gafcp.org/standards
• Email comments to standards_at_gafcp.org using the
  form provided on Web
• Regional PTPN Meetings
• Each region has a workgroup representative
  comments can be brought to the August11 workgroup
  meeting by the regional representative

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Next Steps

• Written comments and workgroup comments used to
  make revisions
• Assessment instruments developed by joint effort
  between Standards and Evaluation Teams
  (voluntary Collaborative Satisfaction Survey
  Staff/Consultant Survey Board Survey)
• Assessment instruments piloted in FY09
• Pilot review of GaFCP for standards to take place
  in summer 2009
• Revisions brought to workgroup
• GaFCP Standards fully implemented in FY10

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For Additional Information

• Marian Gamble
• 404/527-7394
• marian_at_gafcp.org
• Julie Sharpe
• 229/388-8770
• jksharpe_at_friendlycity.net
• This presentation will be posted on www.gafcp.org