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Planning for Program Continuation Assuring
Sustainability Workshop

• OJJDP Court Coordination Program Orientation
  Training Meeting
• ______________________
• Marriott Wardman Park Hotel
• Washington, DC
• April 27, 2005
• Presenters
• William McCoy
• Teresa Lurry

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Section I Introduction

• This section outlines the workshops goals,
  desired outcomes, and provides other background
  information

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Introduction

• Welcome to the Planning for Program
  Continuation Assuring Sustainability workshop
  held April 27, 2005 at the OJJDP Court
  Coordination Program Orientation Training Meeting
  in Washington, DC at the Marriott Wardman Park
  Hotel

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Workshop Goals

• Teach you to think and act more strategically in
  promoting the sustain-ability of your initiative
• Show you how to measure and tap your
  revenue-generating potential
• Offer clear suggestions for planning for program
  continuation

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This Workshop Will Give You

• Background on the concept and application of
  sustainability planning
• A framework for planning for program continuation
  
• Working tools to help you with planning to
  sustain your effort
• Answers to questions, feedback, and on-site TA

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Section II Planning for Program Continuation

• This section defines, examines, and offers
  insight into the concept of sustainability as
  it relates to the court coordination project

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Demonstration Projects (like Ours)

• Illuminate the impact of institutional change on
  individual outcomes
• Focus on how to best provide services, not what
  services to offer
• Build a model that may be exported to juvenile
  justice and youth serving agencies

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Characteristics of Demonstration Projects

• Participants selected competitively
• Result-oriented focus, big expectations
• High-profile (i.e. the field is watching)
• Short-term, time-limited federal support
• Require you to think about the projects end from
  the start (i.e. sustainability)

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Sustainability Root Word Definition

• Sustain (s?-stan)
• 1. To keep in existence maintain. 2.
  supply with necessities or nourishment provide
  for. . . 4. support the spirits, vitality, or
  resolution of encourage.
• -- Websters Dictionary

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Sustainability Defined

• For our purposes, sustainability refers
  to the strategic actions taken to ensure
  the survival of local court coordination
  initiatives and/or reforms before and after OJJDP
  funding expires.

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Sustainability Is. . .

• multi-dimensional, encompasses a variety of
  resources, actions and processes and may be
  reflected in a variety of ways

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Sustainability ManifestingSystems Reform and
Change

• Institutionalization of all or part of your court
  coordination program components within a larger
  system
• Continuation of selected program components as
  part of a separate entity with ongoing funding
  arrangements
• Transformation of policies, governance
  structures, fiscal arrangements, and service
  delivery into new, accepted ways of doing
  business

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Making the Case to Sustain a Project

• Continue activities with sufficient intensity and
  longevity to demonstrate credible outcomes
• Add to the knowledge base by providing models,
  mapping mistakes and successes, and sharing
  lessons learned
• Maintain successful innovations and reforms

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Lessons LearnedWhy Sustainability Fails

• No (or few) strategies for future funding
• Planned for sustainability much later than
  desired
• Did not (or could not) generate community
  support
• Significant leadership changes

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Working Tool 1Keys to Sustainability Checklist

• Vision
• Results orientation
• Strategic financing orientation
• Adaptability to changing conditions
• Broad community support
• Key champions
• Strong internal systems
• Sustainability plan

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Working Tool 2Sustainability Progress Checklist

• Clarity on how the initiative is doing so far and
  what it is you want to sustain
• A clear description of which key structures and
  processes need to remain in place to achieve
  and/or sustain the vision
• Evidence of a process to measure progress and
  evaluate results
• Evidence that decisions about what to sustain
  were research and data-based
• Evidence of policy development strategies that
  support sustainability priorities
• Evidence of a strategic financing orientation

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Section IIISustainability Plan Content

• This section looks at the key elements, tactical
  areas, and content areas to be included within a
  sustainability plan

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Sustainability Strategy Elements
(Priorities - Objectives - Activities - Outcomes)
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Tactical Areas for Sustainability Planning
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Working Tool 3Sustainability Plan Contents

• Project overview and background
• Project goals and outcomes
• Core programs, activities, and initiatives to be
  sustained
• Proposed plan for transitioning, maintaining, and
  financing each court coordination function or
  activity to be continued
• Monitoring, evaluating, and reporting progress
• Implementation workplan, schedule, and budget
• Memorandum of Agreement (MOA) or Memorandum of
  Understanding (MOU) among collaborative

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Section IV Reflections on Sustainability

• This section offers reflections on financial
  freedom, encourages a brief self-assessment, and
  discusses the three prerequisites to a serious
  fundraising effort

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Reflections on Nonprofit Finance

• Many nonprofits are more focused on bringing in
  dollars than their accomplishing their mission.
  Their motto Tell us what youre buying and
  well tell you what were selling
• Result Organizations pursuing distorted or
  forgotten missions
• Lesson Stay focused on your core purposes

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Working Tool 4How Is Your Financial House Built?

• Special gifts ____
• Fundraising ____
• Foundations ____
• Corporate ____
• Government ____
• Service fees ____
• Endowment ____
• Total 100

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Working Tool 5 Reflection and Discussion
Questions

• 1. How are you funded, now?
• ____ All federal ____ Mostly federal
• ____ Mostly non-federal ____ All non-federal
• 2. Is funding adequate, stable?
• ____ Yes _____ No
• 3. Will you be able to fund the court
  coordination initiative locally after federal
  funds expire?
• ____ Yes ____ Partially ____ No
• 4. Will you need help or technical assistance
  with sustainability planning or resource
  development?
• ____ Yes ____ No

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Before You Engage in a Serious Grantseeking or
Fundraising Effort

• Fundraising Cornerstones
• Development Audit
• Fundraising Feasibility Study
• Resource Development Plan

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Fundraising Prerequisites

• A development audit examines a nonprofits
  revenue-generating capacity
• A fundraising feasibility study helps measure
  and tap a nonprofits fundraising potential
• A resource development plan focuses on
  sustain-ability financing

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Section VSelf-Help Strategies for Promoting
Sustainability

• This section outlines numerous self-help
  strategies for promoting sustainability,
  involving funders, and serving as more effective
  project staff and advisors

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Self-Help Strategiesfor Promoting Sustainability

• Inventory, tap, and leverage other local,
  statewide, and national initiatives and
  resources- including technical assistance
• Form partnerships with foundations designed to
  access and leverage their funds on a local and/or
  national basis
• Convene roundtables, work-shops, friendraisers,
  and/or other interventions with funders and
  grantees
• Organize a national foundation and private donor
  resource center, hotline, webpage, bulletin
  board, newsletter, or other form of communicating
  opportunities

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Self-Help Strategiesfor Promoting Sustainability

• ID core program activities and (desired)
  cooperating partners
• ID partners training, TA, and funding needs
• Develop an overall plan and budget for financing
  the provision of services with input from all
  partners
• Begin building the case and cultivating
  commitments for funding the coordination
  function and/or court coordination initiative
  beyond the OJJDP grant period

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Self-Help Strategiesfor Promoting Sustainability

• Assess each partners existing and potential
  funding sources (e.g. government, foundations,
  corporate and private philanthropy, and
  fundraising)
• Develop strategies for managing the overall
  resource development effort and supporting
  partners implementation activities
• Determine and use the best organizational
  structure and approach for attracting grant
  dollars and other resources

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Involve Foundation and Other Funding Prospects on
Your Team!

• Share information on demonstration effort at
  donors forums and targeted workshops
• Get stories in the Chronicle of Philanthropy and
  other grantmaker publications
• Engage in strategic friendraising activities
• Use prospects on advisory boards, working groups,
  workshops, and elsewhere

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Project Executives andAdvisory Board Members
Should

• Ensure the presence of core staff to carry out
  the projects mission
• Keep the project visible and on track
• Attract funding for ongoing operations and
  special projects
• Work to make the project self-sufficient

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Section VIConclusion

• Concluding
• comments
• follow

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Conclusion

• Sustaining your initiatives will require bold,
  visionary leadership, persistence, and a plan.
  Hopefully, this workshop has helped inspire and
  prepare you for that task. Remember the words of
  Napoleon Hill who said Dont search for
  opportunity in the distance. Recognize and
  embrace it right where you are.

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Section VIIQuestions Answers
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Speaker Contact Information

• William McCoy
• The McCoy Company
• 5918 Sharon Woods Blvd, Suite 200
• Columbus, Ohio 43229
• [phone]
• E-mail wmccoy2_at_aol.com

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Handouts and Supplemental Information

• Workshop-related handouts and supplemental
  information follow