Action Plan for Agency Transformation: A Comprehensive Guide

Conduct a self-assessment, identify areas of strength and improvement, develop a detailed plan, review assessments, create a report, share results with the team, establish a change management team, and begin implementing the transformation plan effectively.

• Agency Transformation
• Action Planning
• Self-Assessment
• Change Management
• Team Development

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1. Action Planning Action Planning for Transformation to an E1st for Transformation to an E1st Agency Agency GENNI SASNETT NATIONAL EFSLMP SUBJECT MATTER EXPERT FRIDAY 8/18/17 MARYLAND PROVIDER WEBINAR

2. WE KNOW WHERE WE NEED TO GO WE KNOW WHERE WE NEED TO GO SO HOW DO WE GET THERE? SO HOW DO WE GET THERE? 2

3. Conduct self assessment and review along with other information about your agency with the team Determine where you are strong and where you need to plan for change Begin to draft the plan based on where you are and what you are trying to achieve Keep reviewing the process of change. Use it along with your self- assessment and other assessments results as guidance to develop a plan HOW TO PLAN FROM SELF ASSESSMENT TO DEVELOPING THE PLAN 3

4. Note areas of strength Note areas to be strengthened Create lists of each to be addressed in the findings Identify additional materials to be reviewed (financials, tables of organization, etc.) REVIEWING THE ASSESSMENTS 4

5. Develop a report to include: Overview of the agency - #s people served, funding sources, etc. Positive findings Items to be addressed based on assessment DEVELOPING THE FINDINGS 5

6. Share results and discuss with staff and board Arrange meetings with staff management direct support Arrange meeting with Board of Directors brief Chair first DISCUSSIONS WITH STAFF/BOARD 6

7. Identify the Change Management Team within the agency Establish purpose and composition Determine meeting schedule Identify meeting locations, etc. CREATING THE TEAM 7

8. Determine plan format Review the findings and begin to formulate outcomes to be achieved Breakdown outcomes into goals and objectives, identify responsible parties, timeframes, etc. BEGIN THE PLAN 8

9. The Process of Planning The Process of Planning 9

10. All agencies must begin by All agencies must begin by having a vision a vision of where they are of where they are heading heading. having DEVELOP LONG TERM DEVELOP LONG TERM TRANSFORMATION GOALS TRANSFORMATION GOALS 10

11. ACME Services, Inc. will support all job seekers served ACME Services, Inc. will support all job seekers served by the agency in 100% community integrated by the agency in 100% community integrated employment and community based pre employment and community based pre- -employment services by 2020. services by 2020. employment ACME Services, Inc. will diversify funding to include all ACME Services, Inc. will diversify funding to include all possible sources of funding for employment possible sources of funding for employment preparation and placement for people with disabilities preparation and placement for people with disabilities and disadvantages referred to the agency, to include and disadvantages referred to the agency, to include VR, IDD, DMH, Public Schools and private insurance by VR, IDD, DMH, Public Schools and private insurance by 2021. 2021. LONG TERM TRANSFORMATION GOAL LONG TERM TRANSFORMATION GOAL EXAMPLES EXAMPLES 11

12. First and foremost, agencies must First and foremost, agencies must have the have the capacity to do effective job capacity to do effective job placement placement. Focus here first . Focus here first! ! NEXT STEP FOR BEGINNER NEXT STEP FOR BEGINNER AGENCIES AGENCIES (JUST GETTING STARTED) (JUST GETTING STARTED) 12

13. Milestone 1. Develop a Customized Employment Pilot Activity Responsible Timeframe Resources Comments 1.) ID parameters of Pilot Management team 2.) Identify staff Management team 3.) Secure staff training Training coordinator 4.) Identify job seekers Case coordinators 5.) Determine funding Program director/COO/ CFO BEGINNERS BEGINNERS - - DEVELOP A EMPLOYMENT PILOT DEVELOP A EMPLOYMENT PILOT 13

14. Assess the Pilot Results for the Assess the Pilot Results for the Following: Following: Learn how to get results Project staffing and program requirements based on your findings Create a core staff who have learned key tools and strategies Evaluate current costs and funding Develop initial useful partnerships address issues and challenges Make projections of anticipated costs and funding for a full-scale project Revise strategies 14

15. Agencies must have effective community Agencies must have effective community based based pre pre- -employment preparation employment preparation strategies strategies in place to succeed in place to succeed COMMUNITY BASED PRE COMMUNITY BASED PRE- -EMPLOYMENT STRATEGIES STRATEGIES (BEGINNER AGENCIES) (BEGINNER AGENCIES) EMPLOYMENT 15

16. People show the best employment outcomes when they have had community-based work experiences, especially paid ones. Work experiences that don t have the same requirements and expectations as typical workplaces may reinforce incorrect messages WIOA makes clear that preparation should not include training in segregated settings with individuals earning sub-minimum wages Our future customers will be educated under IDEA and under WIOA requirements with expectations of CIE COMMUNITY BASED PRE COMMUNITY BASED PRE- - EMPLOYMENT PREPARATION EMPLOYMENT PREPARATION 16

17. Milestone 2 Pilot Effective Pre-employment Preparation Strategies Activity Responsible Timeframe Resources Comments 1.) ID parameters of Pilot Management team 2.) Identify staff Management team 3.) Secure staff training Training coordinator 4.) Identify job seekers Case coordinators 5.) Determine funding Program director/COO/ CFO BEGINNERS BEGINNERS DEVELOP A PRE DEVELOP A PRE- -EMPLOYMENT PREP PILOT PILOT EMPLOYMENT PREP 17

18. Agencies that are already in process with providing community integrated employment must know they are doing it effectively from both a quality and financial view NEXT STEPS FOR AGENCIES ALREADY NEXT STEPS FOR AGENCIES ALREADY STARTED STARTED ( (INTERMEDIATE AGENCIES) INTERMEDIATE AGENCIES) 18

19. Milestone 1. Evaluate effectiveness of current employment practices - quality Activity Responsible Timeframe Resources Comments 1.) Develop an eval. team Management team/QA dir. 2.) ID info. sought Management team/QA dir. 3.) ID data elements Management team/QA dir. 4.) ID data collection Management team/QA dir. 5.) Analyze data Management team/QA dir/staff INTERMEDIATE INTERMEDIATE EVALUATE QUALITY EVALUATE QUALITY 19

20. Milestone 2. Evaluate effectiveness of current employment practices - finance Activity Responsible Timeframe Resources Comments 1.) Develop an evaluation team Management team/CFO 2.) ID info. sought Management team/CFO 3.) ID data elements Management team/CFO 4.) ID data collection Management team/CFO 5.) Conduct cost analysis Management team/CFO INTERMEDIATE INTERMEDIATE EVALUATE FINANCE EVALUATE FINANCE 20

21. Milestone 3. Evaluate effectiveness of pre-employment strategies Activity Responsible Timeframe Resources Comments 1.) Develop an evaluation team Management team/CFO 2.) ID info. sought Management team/CFO 3.) ID data elements Management team/CFO 4.) ID data collection Management team/CFO 5.) Conduct cost analysis Management team/CFO INTERMEDIATE INTERMEDIATE EVALUATE PRE EVALUATE PRE- -EMPLOYMENT PREP EMPLOYMENT PREP 21

22. Agencies that are already providing cost Agencies that are already providing cost- - effective, quality community employment and effective, quality community employment and community based pre community based pre- -employment services with most individuals supported with most individuals supported should advance efforts toward conversion advance efforts toward conversion employment services should AGENCIES ALREADY ESTABLISHED AGENCIES ALREADY ESTABLISHED PROVIDING COMMUNITY INTEGRATED PROVIDING COMMUNITY INTEGRATED EMPLOYMENT EMPLOYMENT (ADVANCED AGENCIES) 22

23. Milestone 1. Transition all workers from FB work to CIE Activity Responsible Timeframe Resources Comments 1.) Review #s in FB & CIE Management team 2.) ID # desiring CIE/prioritize Management team 3.) Develop individual plans for each Case coordinators 4.) ID # of staff needed Management team 5.) Determine funding Management team/CFO 6. ) Set schedule Management team ADVANCED ADVANCED SET DEADLINES FOR TRANSITION TO CIE SET DEADLINES FOR TRANSITION TO CIE 23

24. Milestone 2. Transition FB pre-employment prep to CB prep Activity Responsible Timeframe Resources Comments 1.) Review #s in FB & CB Management team 2.) Develop strategies for CB prep Management team 3.) Develop community partnerships Training coordinator 4.) Confirm funding Case coordinators 6.) Set schedule Management team ADVANCED ADVANCED SET DEADLINES FOR TRANSITION TO SET DEADLINES FOR TRANSITION TO CB PREP CB PREP 24

25. Milestone 3. Develop a decentralized service plan Activity Responsible Timeframe Resources Comments 1.) ID service areas (communities) Staff/Manage- ment team 2.) Identify ind./staff in those areas Management team 3.) ID support strategies for staff Training coordinator 4.) ID hubs in community Case coordinators 5.) Determine funding Program director/COO/ CFO ADVANCED ADVANCED - - DECENTRALIZED SERVICES PLANS DECENTRALIZED SERVICES PLANS 25

26. Important Areas of Focus for Planning Important Areas of Focus for Planning 26

27. Transportation is often challenging and should be a Transportation is often challenging and should be a major area of planning in advance of job development major area of planning in advance of job development TRANSPORTATION TRANSPORTATION 27

28. Milestone Develop multiple strategies to address transportation for employment Activity Responsible Timefra me Resources Comments 1.) Research options Staff/Management team 2.) Develop travel training Training coordinator 3.) Provide training on IRWE Case coordinators 4.) Ensure transportation is part of ind. planning Case coordinators TRANSPORTATION TRANSPORTATION 28

29. Public transportation Public transportation regular services and special services regular services and special services Taxis, Uber and Lyft Taxis, Uber and Lyft Co Co- -workers workers Family members/friends Family members/friends Collaborating with senior transportation services Collaborating with senior transportation services Community sponsorship Community sponsorship civic organizations, religious institutions, civic organizations, religious institutions, community service organizations community service organizations TRANSPORTATION TRANSPORTATION - - SOME OPTIONS TO CONSIDER SOME OPTIONS TO CONSIDER 29

30. Individuals and families have grown accustomed to Individuals and families have grown accustomed to services being provided in the traditional manner services being provided in the traditional manner and change can be very unsettling for them. and change can be very unsettling for them. Agencies must anticipate these feelings and have Agencies must anticipate these feelings and have proactive plans to address their discomfort proactive plans to address their discomfort INDIVIDUAL AND FAMILY OPPOSITION INDIVIDUAL AND FAMILY OPPOSITION 30

31. Milestone Individuals will seek CIE and other CB services Activity Responsible Timeframe Resources Comments 1.) Provide education about CIE Staff/Manage- ment team 2.) Provide info about benefits Management team 3.) ID individual concerns Training coordinator 4.) ID CB workers as references Case coordinators INDIVIDUAL OPPOSITION INDIVIDUAL OPPOSITION 31

32. Milestone 1 Families will support CIE and other CB services Activity Responsible Timeframe Resources Comments 1.) Provide education about CIE 2.) Provide info about benefits Management team 3.) ID individual concerns Training coordinator 4.) ID families as reference Case coordinators FAMILY OPPOSITION FAMILY OPPOSITION 32

33. Individuals and families may not have the info you have Individuals and families may not have the info you have Older individuals and their families have been told FB services Older individuals and their families have been told FB services were the best option for years were the best option for years Benefits, especially Medicaid, mean a great deal to families Benefits, especially Medicaid, mean a great deal to families though they may not say so though they may not say so Individuals and their families trust other individuals and families Individuals and their families trust other individuals and families who have been successful in transition. They are your best who have been successful in transition. They are your best supporters supporters INDIVIDUAL & FAMILY OPPOSITION INDIVIDUAL & FAMILY OPPOSITION SOME THINGS TO CONSIDER CONSIDER SOME THINGS TO 33

34. Agencies cannot move forward without staff who are Agencies cannot move forward without staff who are committed and well trained. Plans must be made for committed and well trained. Plans must be made for recruitment, hiring, orientation and support for new recruitment, hiring, orientation and support for new staff as well as training and supporting transition to staff as well as training and supporting transition to new roles. new roles. STAFF TRAINING AND DEVELOPMENT STAFF TRAINING AND DEVELOPMENT 34

35. Milestone 1 . Recruit staff with appropriate characteristics to facilitate CIE and CB pre-employment prep Activity Responsible Timeframe Resources Comments 1.) ID staff characteristics 2.) Develop job des. 3.) Develop ads Management 3.) Develop interviewing process 4.) Develop orientation process 5.) Develop on-going training protocols 5.) Determine staff support STAFF TRAINING AND DEVELOPMENT STAFF TRAINING AND DEVELOPMENT 35

36. Milestone 2. Current staff are trained and supported to assume new CB roles Activity Responsible Timeframe Resources Comments 1.) Provide education to staff 2.) Develop/share job des. 2.) ID training for staff Management team 3.) Orient to new job des. Training coordinator 4.) Determine staff support Program director/COO/ STAFF TRAINING AND DEVELOPMENT STAFF TRAINING AND DEVELOPMENT 36

37. People with complex challenges can be successfully People with complex challenges can be successfully supported in the community with appropriate supported in the community with appropriate planning and adequate resources. planning and adequate resources. SUPPORTING PEOPLE WITH MEDICAL AND/OR SUPPORTING PEOPLE WITH MEDICAL AND/OR BEHAVIORAL COMPLEXITIES IN COMMUNITY BEHAVIORAL COMPLEXITIES IN COMMUNITY SETTINGS SETTINGS 37

38. Milestone 1. Develop strategies to support people with medical and behavioral complexities Activity Responsible Timefram e Resources Comments 1.) Begin with a PCP process Case coordinator 2.) Identify challenges PCP team 3.) Develop ind. strategies PCP team/staff 4.) Pilot strategies Staff w/ man. support 5.) Determine funding Program director/CFO SUPPORTING PEOPLE WITH COMPLEXITIES IN THE SUPPORTING PEOPLE WITH COMPLEXITIES IN THE COMMUNITY COMMUNITY 38

39. Even the best quality agencies cannot Even the best quality agencies cannot succeed if they are not financially viable. succeed if they are not financially viable. Financial analysis is necessary throughout Financial analysis is necessary throughout the transformation process. the transformation process. FINANCIAL STABILITY AND SUSTAINABILITY FINANCIAL STABILITY AND SUSTAINABILITY 39

40. Milestone 1. Develop strategies to evaluate financial performance of CIE and CB pre-employment services Activity Responsible Timeframe Resources Comments 1.) Determine eval team Management team 2.) ID info for analysis Management team 3.) Collect consistent data Staff 4.) Develop process/schedule for analysis Team/CFO 5.) Review and adjust accordingly Team/CFO FINANCIAL STABILITY AND SUSTAINABILITY FINANCIAL STABILITY AND SUSTAINABILITY 40

41. There are a great many things to take into consideration when There are a great many things to take into consideration when agency transformation is occurring and it can be overwhelming agency transformation is occurring and it can be overwhelming Nothing can or should be done without a solid plan! Nothing can or should be done without a solid plan! Take it one step at a time Take it one step at a time agencies must pilot strategies, record agencies must pilot strategies, record outcomes and make adjustments before moving forward. Be outcomes and make adjustments before moving forward. Be intentional! intentional! Every step you take can be broken down into more discrete Every step you take can be broken down into more discrete steps. Engaging in planning is where problem solving occurs. steps. Engaging in planning is where problem solving occurs. Plan with your team Plan with your team they have ideas! they have ideas! SUMMARY

42. Questions? Comments? Discussion? 42

43. Contact Information Genni Sasnett ODEP EFSLMP National Subject Matter Expert 202 812 4504 sasnettsara@outlook.com 43