February 12, 2014

HPOG Roundtable Preparation

Webinar Objectives

• Give everyone an overview of the upcoming Sustainability Roundtable.

• Discuss the grantee preparation needed prior to the Roundtable.

• Provide a forum to ask questions and provide feedback.

Overview• The Sustainability Roundtable is

planned for two full days, March 26-27 in Kansas City.

• Every HPOG Project Director should register for the meeting and book their hotel. (Register for the Event  Register for the Hotel)

• The draft agenda of our Sustainability Roundtable roughly follows the Sustainability section of the University of Kansas Community Toolbox. (Sustainability section University of Kansas Community Toolbox)

Overview (cont.)

• Prior to the Roundtable, each Project Director should complete the preparation steps described in the HPOG Sustainability Roundtable Worksheet (Sustainability Roundtable Preparation Worksheet).

• Numerous examples, tools, and supporting materials exist on the Community Toolbox. The Preparation Worksheet and preparation materials will also be posted to the Sustainability Roundtable Sphere. (Sustainability Sphere)

Overview (cont.)

• At the Roundtable, we will hear from subject matter experts, work in teams on activities, and each grantee will create an Action Plan for implementing your chosen sustainability strategy in your community.

• After the Roundtable, we will be following up with additional virtual technical assistance, to assist you in accomplishing your goals.

Draft Roundtable Agenda1) Decide whether the organization or

effort needs to be sustained and for how long.– Key Questions: Assess whether there is sufficient

support from your partners and in the community to maintain the initiative. What is the current level of support?

– Grantee Preparation: Review what your program accomplished at the Annual Meetings and last year's Virtual Roundtable on Sustainability, where you assessed the "Pillars of Support" in your community for your program. Bring any relevant work that you’ve already completed to the Roundtable.

– Roundtable Activity: Opening presentation summarizing lessons learned up to this point.

Draft Roundtable Agenda2) Clarify the goals and context for sustaining

the effort.– Key Questions: What is the most important goal of your

program? What has your program accomplished in terms of reaching its goals? What partnerships does your program have, and how does your program provide a critical and/or innovative service not provided by anyone else in your community?

– Grantee Preparation: Each grantee should briefly identify the most critical and/or innovative practice that has allowed you to achieve your goals and sets you apart from other service providers in your community. Be able to support why it has been a success with some relevant evidence.

– Roundtable Activity: In an open forum, each grantee will have 2 minutes to report out on their most critical and/or innovative practice and what evidence they have to support its importance.

Draft Roundtable Agenda3) Create a business plan to anticipate what

resources will be necessary to sustain the organization or effort.– Key Questions: What is the need for your program’s services

in your community? How have you assessed it? What benefits will result? What is the value added beyond what is already available in your community? What is the value proposition for your program?

– Grantee Preparation: Determine an average per person cost to provide the most critical/innovative service that you identified. Include a breakout of how that cost is derived (direct costs, overhead, staffing, fringe, etc). Bring a copy of your most recent continuation application or program budget, so that you can reference it during the Roundtable if you need to estimate costs.

– Roundtable Activity: Presentation on how to create a business plan. Project Directors will be broken out into teams. Grantees will then work in teams to create a mock business plan for a theoretical HPOG program, and then report out.

Draft Roundtable Agenda4) Identify specific tactics to be used to sustain the

effort. Indicate how you will use potential tactics for financial sustainability.– Key Questions: Consider time and resources that will

be necessary for success, and the need for reapplication. Have you looked at alternative sources for funding and sustaining your program? 

– Grantee Preparation: Create a list of your program’s partners, health care employers, foundations, and institutional funders that are likely to fund or otherwise support your services. Be as specific as possible.

– Roundtable Activity: Presentation on potential funding sources and application processes, including non-traditional funding models. Grantees will then work in teams to review and score mock funding applications, and then report out.

Draft Roundtable Agenda5) Develop a marketing plan to secure

resources for the organization or effort.– Key Questions: How are you going to market your

program to community partners and potential funders? What is the business case for your program?

– Grantee Preparation: Identify a Success Story who has become employed as a result of the critical service you identified, who can become a public face for your program. Also, post the most successful marketing materials that your program has previously developed to the HPOG Connect Sphere for the Sustainability Roundtable.

– Roundtable Activity: Presentation on creating a marketing plan and using it to build partnerships and expand your funding base. Grantees will then work in teams to create a marketing plan, and then report out.

Draft Roundtable Agenda6) Outline a specific action plan for

sustaining the organization or effort. – Key Questions: For each sustainability tactic

you will use (e.g., contact businesses, obtain grant funding), develop a specific action plan. Who will do it, when, how, etc.

– Grantee Preparation: Bring any Sustainability Plan or other related work that your organization has previously completed to the Roundtable.

– Roundtable Activity: Each Program Director will create their own unique Action Plan, work in teams to refine them, and then report out.

Next Steps

• Every HPOG Project Director should register for the meeting and book their hotel. (Register for the Event  Register for the Hotel)

• Complete the steps in the Grantee Preparation Worksheet prior to the Roundtable. (Grantee Preparation Worksheet)

Next Steps (cont.)

• There are many tools and examples that can assist you in the Sustainability section of the University of Kansas Community Toolbox. (Sustainability section University of Kansas Community Toolbox).

• You can also ask your ICF coach for assistance or post a question to the HPOG Connect Sustainability Roundtable Sphere. (Sustainability Sphere)

Instructor Engagement Roundtable

• The Instructor Engagement Roundtable is planned for two full days, April 23-24 in Chicago, IL.

• Each program should have one HPOG Instructor register for the meeting and book their hotel. (Registration for Faculty Engagement Roundtable)

• Each HPOG Program should send one instructor who teaches health care classes to HPOG students.

Questions and Discussion