Strategic Planning Proposal, Exercises of Communication

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Strategic Planning Proposal

Subcommittee on Communication Services for Persons Who Are

Deaf, Deaf-Blind, or Hard of Hearing and Persons with Speech

Disabilities (SOCS)

i Subcommittee on Communication Services (SOCS) for

Persons Who Are Deaf, Deaf-Blind, or Hard of Hearing and Persons with Speech Disabilities

Contents

I. INTRODUCTION AND BACKGROUND ......................................................................................................... 1

II. OBJECTIVE OF THE PROJECT...................................................................................................................... 1

III. DELIVERABLES .......................................................................................................................................... 2

IV. SCOPE AND APPROACH ........................................................................................................................... 2

V. SOCIAL ENTREPRENEURS, INC. QUALIFICATIONS AND STAFF ................................................................. 6

VI. TIMELINE AND BENCHMARKS.................................................................................................................. 8

VII. BUDGET ................................................................................................................................................... 9

VIII. DETAILED WORKPLAN.......................................................................................................................... 11

2 Subcommittee on Communication Services (SOCS) for

Persons Who Are Deaf, Deaf-Blind, or Hard of Hearing and Persons with Speech Disabilities

III. DELIVERABLES

The primary deliverables or tangible outputs from the project will be:

 The Nevada Subcommittee on Communication Services (SOCS) for Persons Who Are Deaf or

Hard of Hearing and Persons with Speech Disabilities Five-year Strategic Plan 2017-2021.

 An executive summary suitable for a high level presentation to stakeholders.

 A knowledgebase of all tools and resources used during the project.

IV. SCOPE AND APPROACH

The scope of this project is based on SEI’s understanding of it as outlined throughout this proposal. The

approach can be revised to incorporate other factors of which SEI may not be aware.

The major phases of the project include:

I. Phase I: Project Organization and Kick-off

II. Phase II: Strategic Plan Development

III. Phase III: Stakeholder Review and Plan Adoption

IV. Phase IV: Project Communication and Coordination

Step 1. Project Organization & Kick-off – (May - June 2016)

This is a short step to obtain guidance from the Subcommittee on important matters that will affect the

approach of this as well as subsequent phases. The primary activities are:

A. Research Approach. SEI will identify existing data that will be used to inform the situational

analysis component of the strategic plan. Additionally, an outreach plan will be established that

outlines how key stakeholders will be engaged in the strategic planning process.

B. Project kickoff meeting. An initial planning meeting (Meeting #1) will take place on May 11th

with the Subcommittee to kick-off the project. During this meeting, SEI will:

1. Review the planning process and confirm the role and responsibilities of SEI and the

Subcommittee. Within the Strategic Planning PowerPoint (found on the ADSD website –

were SOCS meeting information is provided), there is reference to a Strategic Planning

Steering Committee. At the kick-off meeting, SEI will explore and confirm if it is still the

intent of the Subcommittee to use a Steering Committee to guide strategic plan

development, and if so identify who will serve on that Steering Committee.

2. Establish with the Subcommittee a decision making protocol for the planning process.

3. Ensure that there is a shared understanding of, and support for, the content and format

of the strategic plan.

4. Review and refine the research and data collection approach, including identification of

other data sources to pursue. Review and refine outreach plan, identifying:

i. Key Stakeholders to Interview

ii. Town Hall Locations/Dates/Time and Outreach Strategy

iii. Survey Distribution Strategy

5. Identify the best method to promote ongoing project communication with the

Subcommittee and ADSD as needed.

3 Subcommittee on Communication Services (SOCS) for

Persons Who Are Deaf, Deaf-Blind, or Hard of Hearing and Persons with Speech Disabilities

Phase II: Data Collection & Situational Analysis (May – June 2016)

This step will produce a comprehensive profile of the needs of individuals who are Deaf, Deaf-Blind, or

Hard of Hearing and Persons with Speech Disabilities across the lifespan. The activities in this step

include:

A. Data Collection: SEI will leverage previous planning efforts and seek out information about

Nevada services and/or service populations that may help in developing a framework for the

situational analysis. SEI will also conduct research regarding other state’s approaches to solving

issues that emerge as areas of focus for Nevada.

B. Stakeholder Outreach : SEI will facilitate the collection of stakeholder input by conducting up to

seven targeted key informant interviews, conducting three town hall meetings, and distribution

of a statewide survey.

1. Key Informant Interviews: Using an initial contact list as provided by the Subcommittee,

SEI will schedule and conduct key informant interviews with stakeholders to gather

insight regarding the needs of individuals who are Deaf, Deaf-Blind, or Hard of Hearing

and Persons with Speech Disabilities. When possible, SEI will conduct interviews in-

person by scheduling interviews in conjunction with dates of town hall meetings (so that

we can bundle travel time/costs). When scheduling or travel does not permit in-person

interviews, video relay services will be used to conduct interviews or written responses

to interview questions will be negotiated. SEI will work with each interviewee to

determine their preference. There is an allowance for a total of seven key informant

interviews.

2. Town Hall Meetings: Town hall meetings will be facilitated in the north, south and rural

part of Nevada to gather input from consumers, providers, caregivers, and advocates

regarding their experience with the system, their needs, and their suggestions for

improvement. SEI will work through ADSD to provide needed services at meetings (e.g.,

Interpreters and CART services).

3. Statewide Survey: A statewide survey will be issued to consumers, family members,

care providers, and advocates to solicit input regarding the strengths and weaknesses of

the current system as well as their suggested solutions for any identified deficiencies.

The purpose of reaching out to these stakeholders is to gain insights from people with

experiences about information that might not readily be available through written reports, data,

or studies. Written outreach materials will be produced to be accessible and usable for

individuals that are sight impaired in addition to being deaf or severely hearing impaired. SEI will

finalize all tools and will schedule, conduct and analyze the results of this data collection.

Analysis will identify the most pressing needs facing individuals who are Deaf, Deaf-Blind, or

Hard of Hearing and Persons with Speech Disabilities s across the lifespan (children, youth,

young adults, and seniors). SEI will use this information in developing meeting materials and

working with the Subcommittee (or Steering Committee, as determined at Kick-off meeting) to

prioritize for future action.

5 Subcommittee on Communication Services (SOCS) for

Persons Who Are Deaf, Deaf-Blind, or Hard of Hearing and Persons with Speech Disabilities

Phase IV: Project Communication and Coordination (April – October 2016)

An allowance of two hours per month for communication and coordination within SEI and between SEI

and the project stakeholders is included in the project budget.

The successful completion of this project is dependent upon excellent working relationships between

SEI, ADSD and the Subcommittee. It is therefore important to clarify the roles and responsibilities of

each entity.

SEI’s responsibilities for the project include:

 Develop all tools and procedures necessary to conduct all data collection and analysis called for

within the proposal.

 Conduct all research, facilitation, and key informant interviews as described in this proposal.

 Document meetings visually (either through video with captions or audio transcriptions if video

technology does not work).

 Prepare drafts of the Strategic Plan for Subcommittee review and modification.

 Prepare all documents and materials described in the Deliverables section of this proposal and

present these documents / materials to the Subcommittee for review and approval.

 Plan and manage the project, including regular status communications with ADSD.

ADSD responsibilities for the project include:

 Provide information needed to conduct the project, such as contact information for

Subcommittee members and access to data and reports that are relevant to planning activities.

 Ensure subcommittee representatives are available for meetings.

 Arrange meeting and work space for activities occurring during the project, and help coordinate

communications to complete work.

 Manage adherence to open meeting requirements to include posting agendas, ensuring

quorum, and documenting minutes.

 Review each major project deliverable and either accept or reject with specific comments on

issues to address.

 Make time available to discuss how the project is proceeding and work with SEI to find solutions

to unforeseen obstacles/challenges.

 Provide an on-going commitment to support the project or, if such commitment cannot be

sustained, to promptly notify SEI.

 Provide CART and interpreting support for all meetings.

Subcommittee/Steering Committee responsibilities for the project include:

 Attendance at scheduled meetings, and if unable to do so, commitment to promptly notify

ADSD and SEI of their intended absence.

 Purposeful, solution oriented contributions during meetings and ability to uphold commitments

made to act on behalf of the Subcommittee.

 Review of all documents sent in advance of meetings and of the final strategic plan document,

offering specific feedback if modification are needed.

6 Subcommittee on Communication Services (SOCS) for

Persons Who Are Deaf, Deaf-Blind, or Hard of Hearing and Persons with Speech Disabilities

V. SOCIAL ENTREPRENEURS, INC. QUALIFICATIONS AND STAFF Organizational Information

Social Entrepreneurs, Inc. (SEI) was incorporated in 1996 and is a privately held corporation registered in

Nevada, California and Washington. The mission of SEI is to improve the lives of people by helping

organizations realize their potential. We fulfill our mission by providing services that merge the best

management practices from the not-for-profit, public, and for-profit sectors. These services include

assessments of community assets and needs, strategic planning, organizational development,

management information systems selection and implementation, human resource management,

financial planning and management, funding allocation and diversification methods, program and

systems level evaluations, and program development.

SEI uses several guiding principles that govern our work with each of our clients. Each SEI associate has

committed to these principles:

 Maintain the highest standards of integrity and professional ethics,

 Uphold every commitment made by an SEI associate, every time,

 Set the standard for high quality management support, and

 Ensure that clients receive significantly greater benefit than what they invest in SEI.

SEI has worked on over 604 projects, and assisted over 215 nonprofit service providers, state and local

governmental agencies, foundations, and state and local associations throughout the United States.

SEI is well positioned to support this project, having conducted the planning process that resulted in the

Nevada Strategic Plan on Integrated Employment. Other recent projects completed for the state with

related interests include: ADSD Integration Planning, Autism Spectrum Disorder Commission Strategic

Planning, and the No Wrong Door Strategic Planning.

Qualifications of Staff

Sarah Boxx , Principal at SEI will act as project manager. Sarah’s role in the project

will be to coordinate the completion of all project activities and deliverables;

conduct key informant interviews; facilitate the strategic planning sessions, assist

with coordination and collaboration among stakeholders; identify potential

efficiencies, and work with ADSD and the Subcommittee to develop

recommended goals, objectives and strategies to address critical needs. She will

be available to co-facilitate focus groups with Lisa Watson. Sarah has over 29

years of professional experience working in the corporate and nonprofit sectors,

where she has served as a board member, executive director, and client services

volunteer. Sarah offers outstanding expertise in strategic planning for all types of

situations, from community-based organizations to county or statewide service

delivery systems, business planning, assessment of community assets and needs,

group facilitation and mediation, organizational assessment, board development,

organizational development, program evaluation, program management, and

information systems selection and implementation. She has a master’s degree in

pastoral counseling from St. John’s University in Springfield, LA

8 Subcommittee on Communication Services (SOCS) for

Persons Who Are Deaf, Deaf-Blind, or Hard of Hearing and Persons with Speech Disabilities

VI. TIMELINE AND BENCHMARKS

The estimated timeline of activities is included in the chart below.

April^ • Establish Research Approach and Strategic Plan Template

• Kick-off Meeting (#1) - May 11, 2016
• Schedule Key Informant Interviews and Focus Groups
• Issue Statewide Survey May
• Complete Key Informant Interviews and Focus Groups
• Analyze Data from Statewide Survey
• Complete Situational Analysis June
• Meeting (#2)
• Review results of situational analysis
• Identify critical issues facing Nevada July
• Meeting (#3) August • Develop goals, objectives and strategies for strategic plan.
• Meeting (#4)
• Develop timelines, benchmarks, process for reviewing plan
• Complete all Components of Strategic Plan September
• Meeting (#5)
• Review complete Strategic Plan, making final adjustments
• Meeting (#6) - Via teleconference
• Approve Strategic Plan document
• Provide final approved strategic plan document to ADSD October

9 Subcommittee on Communication Services (SOCS) for

Persons Who Are Deaf, Deaf-Blind, or Hard of Hearing and Persons with Speech Disabilities

VII. BUDGET

The total cost for completion of all activities to accomplish the desired scope of work for the strategic

planning process and document development as described in this proposal is $68, 930 consisting of

$61,430 in professional fees and $7,500 in expenses. The professional fees are based on the estimated

hours to accomplish all tasks associated with this proposal at hourly rates of:

 $175 for Principal (Sarah Boxx)

 $145 for Client Service Manager (Lisa Watson)

 $115 for Client Services Associate (Sarah Yeats Patrick)

 $75 for Research Associates (Claudia Montoya and Andrew Park)

Budget Summary

The fees are based on the scope of the project and on the division of responsibilities as outlined in the

proposal. Changes to the project scope, such as the addition of other deliverables to be produced, may

result in additional fees. SEI will notify ADSD if we believe that the scope has changed; additional fees

cannot be charged unless agreed to by the ADSD.

SEI

Hours

Professional

Fees

Expenses Total

Cost

Phase I: Project Organization and Kick-off 96 $9,495 $1,073 $10,

Phase II: Data Collection and Situational Analysis 220.5 $22,363 $2,640 $25,

Phase III: Strategic Plan Development 181.5 $20,153 $1,871 $22,

Phase IV: Stakeholder review and Plan Adoption 106 $9,755 $838 $10,

Totals 604 $61,765 $6,422 $68,

Expense Summary

Direct expenses reflect the projected SEI out-of-pocket costs for travel and lodging directly related to

the project. A breakdown of the estimated expenses is shown below.

Expense Type Expense Calculation Total Cost

Airfare Estimated 6 total plane flights at an average cost of

$300.00 per trip

Mileage Estimated 12 trips at an average cost of $49.50 per trip,

based on 90 miles roundtrip at the current IRS mileage

rate of $0.56 per mile.

Lodging Estimated 6 room nights at an average cost of $100.00 per

night, including room taxes and surcharges

11 Subcommittee on Communication Services (SOCS) for Persons Who Are Deaf, Deaf-Blind, or

Hard of Hearing and Persons with Speech Disabilities

VIII. DETAILED WORKPLAN Hours Task # Description Timeframe Principal Manager Associate Research Notes Phase I: Project Organization and Kick-off 1 Identify and document research approach. Apr- 16 1 2 4 2 Develop draft outreach plan. Apr- 16 1 3 3 Establish Strategic Plan template for review at kick-off meeting. Apr- 16 1 2 2 Principal to provide review/technical edit 4 Coordinate with workgroup to set kickoff meeting date, draft and issue agenda to workgroup members. Apr- 16 1 2 2 5 Establish documents necessary for kick-off meeting: Agenda, PowerPoint, Workplan, copies of Research Approach and Outreach Plan. Apr- 16 1 2 2 6 Conduct internal team meeting for final run-through, logistics check for kickoff meeting. Apr- 16 1.5 1.5 1.5 3 7 Kickoff Meeting (#1 of 6) with Subcommittee to review project workplan, identify existing data sources and stakeholder individuals/groups, review approach to data collection. 5/11/2016 6 6 6 12 First meeting all lead SEI resources in person. We will use this meeting to pilot test audio/video pick ups in advance of the formal planning sessions. 8 Obtain transcription and captions of video file. May- 16 1 CM to upload to transcription service 9 SEI facilitators correct any missing information May- 16 0.5 0.5 0. 10 Match captions to video; edit/clean as needed. May- 16 5 AP to match to correct file format 11 Internal review May- 16 5 AP to conduct final review 12 Send link to ADSD to post on the Subcommittee's site. May- 16 0. Travel time during the phase 1 7 1 1 Subtotal for phase - hours 13 23 19 31.5 87. Subtotal for phase - professional fees $9,495 $2,188 $2,828 $2,128 $2,

12 Subcommittee on Communication Services (SOCS) for Persons Who Are Deaf, Deaf-Blind, or

Hard of Hearing and Persons with Speech Disabilities

Hours Task # Description Timeframe Principal Manager Associate Research Notes Phase II: Data Collection and Situational Analysis 13 Collect, review and inventory information collected according to research plan. May - June 20106 4 8 Will begin to establish the framework for Situational Analysis. 14 Map issues of particular importance for consumers in different stages of life. May - June 20106

15 Draft Statewide Survey Tool May- 16 1 1 4 2 16 Review tool with Subcommittee via email to obtain any suggested revisions May- 16 2 17 Incorporate modifications and upload into Survey Monkey May- 16 3 18 Work with Subcommittee to issue statewide survey. May- 16 4 Follow agreed upon process in the Outreach Plan. 19 Track survey activity and work with Subcommittee to increase response rates as needed. May - June 20106 2 3 Manager to provide guidance; Research to track and report 20 Analyze statewide survey data and establish summary report. Jun- 16 2 6 16 21 Compile key informant and stakeholder contact information into distribution list and conduct follow up with key informants to schedule interviews. May- 16 2 22 Schedule key informant interviews. May- 16 4 Use external tool such as Schedule Once to streamline the process for participants 23 Establish Key Informant Interview Questions. April - May 2016

24 Conduct Key Informant Interviews and document results. Jun- 16 15 Allowance for 10 key informant interviews. 25 Develop flyers for town hall meetings and distribute to Subcommittee for distribution. May- 16 2

14 Subcommittee on Communication Services (SOCS) for Persons Who Are Deaf, Deaf-Blind, or

Hard of Hearing and Persons with Speech Disabilities

Hours Task # Description Timeframe Principal Manager Associate Research Notes 39 Match captions to video; edit/clean as needed. Jul- 16 5 AP to match to correct file format 40 Internal review Jul- 16 5 AP to conduct final review 41 Send link to ADSD to post on the Subcommittee's site. Jul- 16 0. 42 Draft Situational Analysis section of plan including identification of critical issues. July - August 2016

43 Prepare agenda and meeting materials for meeting 3 with Subcommittee. July - August 2016

44 Meeting 3 with Subcommittee (#3 of 6). Approve the strategic plan template updated sections from previous meeting. Identify goals and objectives of strategic plan indicated short and long-term goals. Begin identifying strategies for accomplishing goals. Aug- 16 6 6 6 6 Assumes meeting is in Carson City. 45 Document agreements made at meeting. Aug- 16 2 46 Draft Goals and Objectives and Strategies Section of Plan. Jul- 16 1 1 4 47 Obtain transcription and captions of video file. Aug- 16 1 CM to upload and retrieve 48 SEI facilitators correct any missing information Aug- 16 0.5 0.5 0.5 0. 49 Match captions to video; edit/clean as needed. Aug- 16 5 AP to match to correct file format 50 Internal review Aug- 16 5 AP to conduct final review 51 Send link to ADSD to post on the Subcommittee's site. Aug- 16 0. 52 Prepare agenda and meeting materials for meeting # with Subcommittee. August - September 2016

53 Meeting 4 with Subcommittee (#4 of 6). During this meeting the strategies will be finalized and benchmarks and timelines will be developed, as well as a plan for evaluating and updating the plan. Sep- 16 6 6 6 Assumes meeting is in Carson City.

15 Subcommittee on Communication Services (SOCS) for Persons Who Are Deaf, Deaf-Blind, or

Hard of Hearing and Persons with Speech Disabilities

Hours Task # Description Timeframe Principal Manager Associate Research Notes 54 Document agreements made at meeting. Sep- 16 2 55 Draft the timeline, outcomes and benchmarks for success and evaluating and updating the plan components of the strategic plan update. Sep- 16 1 1 4 56 Obtain transcription and captions of video file. Sep- 16 1 CM to upload and retrieve 57 SEI facilitators correct any missing information Sep- 16 0.5 0. 58 Match captions to video; edit/clean as needed. Sep- 16 5 AP to match to correct file format 59 Internal review Sep- 16 5 AP to conduct final review 60 Send link to ADSD to post on the Subcommittee's site. Oct- 16 0. Travel time during the phase 3 3 Subtotal for phase - hours 29.5 19.5 66.5 66 Subtotal for phase - professional fees $20,153 $4,900 $2,828 $7,475 $4, Phase IV: Stakeholder review and Plan Adoption 61 Draft Executive Summary section of plan and establish presentation materials of report. September 2016

62 Complete all components of strategic plan document, including appendices, TOC, etc. September 2016

63 Prepare agenda and meeting materials for meeting # with Subcommittee. September

• October 2016

64 Meeting 5 with Subcommittee (#5 of 6). Review DRAFT plan. During this meeting any additional conversation or decisions needed to finalize the plan will be addressed. Oct- 16 6 6 6 Assumes meeting is in Carson City. 65 Document all changes requested at meeting. Oct- 16 2 66 Make changes to the strategic plan document based on the meeting decisions. Oct- 16 1 2 4 2 67 Obtain transcription and captions of video file. Oct- 16 1 CM to upload and retrieve 68 SEI facilitators correct any missing information Oct- 16 0.5 0.5 0.