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  • Final Report to Michael Rewald ADP – CO Transition Management Support Wednesday 20 Dec 2006 Jennie Perzon, Jennifer Jaramillo
  • Outline
    • With the ongoing support and collaboration of HQ, Regional Management and the participating countries, the CO Transition Management Support Project has been completed.
    • This document outlines the objectives, describes the outcomes, and defines next steps.
      • Outline:
      • Project Objectives
      • Project Approach
      • Project Outcomes
        • Country Office Summaries (Angola, Tajikistan, Bolivia, Honduras)
        • CARE Transition Toolkit
        • Final Workshop Presentation
        • Executive Team Presentation
      • Reference Documentation
      • Contact Details
  • Project Objectives
    • The ADP project objectives are to collaboratively address short-term and long-term CARE goals for handling organizational impact as a result of reduced resources.
      • Provide support to the four selected COs in addressing the impact of reduced resources, particularly FFP resources
      • Document and package approaches, tools, and lessons learned for a globally relevant methodology that other CARE COs can use in the future
    • Guiding Principles
      • Balance CO’s immediate needs with globally relevant resources and priorities
      • CARE and ADP collaboratively team together to achieve project objectives
      • Align project with ongoing initiatives including the CARE USA Strategic Plan, CO Entry/Exit Criteria, and CO Business Models
      • Engage key stakeholders for consultation
      • Share knowledge and mutual learning across the organization
      • Facilitate re-use of approaches, processes, and tools
    • ADP High Level Overview
      • ADP Project High Level Overview Eng
    • ADP High Level Overview (Spanish)
      • ADP Project High Level Overview Sp
  • Project Approach
    • In order to understand the strategic direction and overall global challenges that CARE is facing, the ADP started the project in Atlanta. Meetings were held with key stakeholders and representatives from all relevant departments at HQ with the intent of ensuring alignment with other current initiatives and confirming global objectives of the project.
    • In order to understand current challenges in each of the four countries, the ADP team visited, met with and interviewed approximately 80 individuals from different levels and divisions within the country offices of Angola, Tajikistan, Bolivia and Honduras.
    • The majority of the meetings at country level focused on Country Operations, but meetings were also held with individuals within the program area and included several visits to sub-offices and the field. As a result, the ADP team gained an understanding of the current transition challenges in each of the country offices.
    • A mid-point meeting with the CO Leadership team and VP for International Operations was held in order to determine priorities for ADP activities in the country.
    • The general approach was to conduct a quick assessment and based on current demands and priorities, initiate activities that the country office could take forward.
      • Consultative and collaborative approach
      • Actionable, practical and user-friendly tools and templates that are easy to implement
      • Initiating momentum for transition activities
  • CO Summaries
    • Findings and outcomes of the in-country activities for each of the countries are documented in a Country Office Summary. Each summary includes external context, key success factors, lessons learned, as well as description and outcomes of ADP activities and recommended activities for the specific country office moving forward.
    • In order to validate and agree on findings and recommendation, each country office summary was reviewed and discussed with CO Leadership team, RMU leadership and VP for International at HQ.
    • CARE Angola
      • CO Summary Angola
    • CARE Tajikistan
      • CO Summary Tajikistan
    • CARE Bolivia
      • CO Summary Bolivia
    • CARE Honduras
      • CO Summary Honduras
  • CARE Transition Toolkit
    • Refer to Transition Toolkit CD for documentation
    • Transition Management : Apply project management to Country Operations activities.
    • Financial Analysis : Determine the CO financial situation to understand the cost structure, cost coverage and future scenarios.
    • Processes : Adjust processes as necessary to support CO programs while complying with policies.
    • Organization Structure : Align Country Operations organization structure to support the CO.
    • Staff Development : Understand current skills and skills needed in the future. Develop capacity where gaps are identified.
    • Change Management : Analyze and address the impact of the transition on staff.
    The Transition Toolkit provides an integrated approach to address the various components of change to CO Operations and supports the development of CARE’s transition management capability. The toolkit is a practical, user-friendly guide to support the COs in their current and future activities within the following six components of Country Operations. Each component contains an overview, step-by-step activities, and tools. Country Operations Organization Structure
    • Roles and responsibilities
    • Reporting lines
    • Job descriptions
    Processes
    • Policies and procedures
    • Workload
    Staff Development
    • Skill analysis
    • Capacity development
    Change Management
    • Communications
    • Leadership
    • Retention and motivation
    Financial Analysis
    • Funding pipeline
    • SPC
    • Scenario analysis
  • Final Workshop Presentation
    • Following the four country office visits a global findings presentation was compiled and discussed in a HQ workshop. Workshop participants included Regional Management from each of the four participating countries, as well as HQ Strategic Support, GOIU, L&OD, HR and Food Units representatives*.
    • The purpose of the final workshop was to present and validate the global findings, key success factors and recommendations as well as introduce the transition framework and toolkit.
    • The outcomes of the workshop were (1) the initial consensus of the toolkit component owners going forward and (2) the identification of implementation mechanisms and activities.
    • Final Workshop Presentation
      • Final Workshop Presentation
    • * Attendees: Michael Rewald, Lisa Smith, Robert Bulten, Louis Alexander, Barbara Jackson, Patricia Ahern, Patrice Charpienter, Rafael Callejas, Musa Mohammed, Bob Bell, Adeeb Kwaja, Abdalla Himedan, David Sexton, Cathy Shipley, Jeff Yashik, Mila Alameda, David Kauck, Nanette Cantrell, Mare Fort, Ayman Mashni, Raul Pino, Sarah Ralston, Colin Beckwith, Geoffrey Chege, Mario Lima, Minette Rubio
  • Final Workshop Presentation – Outcomes (1) Toolkit Owners
      • Toolkit owners will be responsible for ongoing maintenance and further development, proactively obtaining and addressing feedback, and promoting utilization in COs. The different functional areas should meet on a quarterly basis to ensure integrated approach is maintained and knowledge sharing is continued.
        • Transition Management
        • Michael Rewald, VP-IO
        • Change Management
        • Mare Fort, L&OD
        • Financial Analysis
        • Nick Marudas, Strategic Support
        • Organization Structure
        • Charlie Danzoll, GOIU
        • Processes
        • Charlie Danzoll, GOIU
        • Staff Development
        • Nanette Cantrell, HR
      • Operational ownership needs to be defined within each of the regions!
  • Final Workshop Presentation – Outcomes (2) Implementation Activities
    • Raise awareness about transition management and the toolkit
      • Executive communication
      • Executive sponsorship
      • Post on CARE Academy
      • Distribute via compact discs to COs
      • Translate the toolkit (Spanish, French, Portuguese, Arabic)
    • Pilot the toolkit
      • Strategically choose a few COs that are or will be going through a transition phase (ie. monetization is ending, emergency programs are scaling down, etc) and apply the toolkit. Choose COs that are across the different regions. The expectation would be that CO representatives would be able to do a TDY in other transitioning countries and that they would present in advocacy forums.
    • Develop transition management expertise and expand the capability
      • Representatives from toolkit ownership areas are assigned to visit the pilot countries and facilitate the toolkit exercises with a two-fold purpose: Assist the CO and train the people in the CO on how to use the toolkit.
      • Any lessons learned will be used to improve the toolkit. The examples from the pilot countries will also be used to further enhance the toolkit.
      • A new version of the toolkit should be released annually.
    • Develop transition management support through knowledge sharing network
      • Those who have been trained in the toolkit through the pilot exercise will be added to the list of knowledge sharing experts. The toolkit owners will manage and maintain the knowledge sharing network.
    • Advocate transition management and the toolkit in different forums
      • International Operations in Jan 07
      • Regional meetings (ex. SWARMU Steering Committee Meeting in Feb 07)
      • Other conferences or workshops
    To operationalize the toolkit, the next step requires that an implementation plan is developed and one plan owner identified.
  • Executive Team Presentation
    • The ADP team presented to the executive team to gain sponsorship for the toolkit and next steps.
    • The purpose of the executive team presentation was to present and validate the global findings, key success factors and recommendations as well as introduce the transition framework and toolkit. An additional objective was to discuss and define next steps.
    • Final Workshop Presentation – Executive Summary
      • Final Workshop Presentation Executive Summary
    • * Attendees: Susan Farnsworth, Joe Iarocci, Patrick Solomon, Michael Rewald, Lisa Smith
  • Reference Documentation
    • CARE USA
    • CI Programming Principles
    • Organizational Evolution Report (Jun 2006)
    • Unifying Framework Summary (Jan 2005)
    • Food Aid White Paper (Nov 2005)
    • Cairo Food Aid Meeting Memo (Oct 2005)
    • CARE USA Strategic Plan FY02-06
    • CARE USA Strategic Plan Extension
    • CI Strategic Plan 2001-2006
    • Country Office Entry / Exit Criteria – David Kauck
    • Description of CARE USA’s Operating Model – David Clarke
    • Cost Structures and Financial Viability (Sep 2006) – Mike Fuhrer
    • CARE Angola
    • Angola Financial Viability (Apr 2005) – Mike Fuhrer
    • Angola FY2007 AOP – Robert Bulten
    • CARE Tajikistan
    • CARE’s Presence and Operations in Tajikistan (Jun 2006) – Meg Luckins and Marge Tsitouris
    • CARE Tajikistan Shared Program Costs (Aug 2006) – CARE Tajikistan Change Management Committee
    • CARE Tajikistan FY2007 AOP – Louis Alexander
    • CARE Bolivia
    • Implications of New CARE USA Policy on Monetization Funding within the LAC Region (Jan 2006)
    • CARE Bolivia Title II Implications
    • DAP II – Internal Review Report (Nov 2005) – Jeff Gowa
    • Provision of Technical Assistance & Coordination Backstopping (Apr 2006)
    • Long Range Strategic Plan for Bolivia
    • CARE Honduras
    • Framing Agreements for Central America Integration (Feb 2006)
    • Central America Outlook (Oct 2006)
    • Exploring Structural Options: Strategic Management of Revenue Generating Enterprises (Sep 2006)
    • Central America Progress Report and Priorities for FY07
    • Central America Transition Team Meeting (Feb 2006)
    • Update on the Transition Plan towards Central America Integration (Nov 06)
    • Other CARE COs
    • CARE Peru New Management Model (May 2006) – Milo Stanojevich
    • CARE Peru Financial Situation FY06 – Milo Stanojevich
    • CARE Peru Modelos Proximos Pasos – Milo Stanojevich
    • CARE Peru Memorandum Financial Analysis (Jan 2006) – Mike Fuhrer
    • CARE Niger Financial Analysis Report Final Updated (Apr 2006) – Mike Fuhrer
    Specific documentation for each country office was reviewed in detail and are not all listed here. Specific CO documentation included: job descriptions, organigrams, policies and procedures, pipelines, and audit findings.
  • ADP Team Contact Details
    • Jennie Perzon
    • Email: [email_address]
    • Skype: jennie.perzon
    • Mobile: +46 8 451 38 94 (Sweden)
    •  
    • Jennifer Jaramillo
    • Email: [email_address]
    • Skype: jennifer.jaramillo
    • Mobile: 313-516-1199 (US)
    • Accenture Development Partnerships
    • Christopher Jurgens
    • Phone 703.947.3291 (US)
    • Mobile 202.257.3079
    • [email_address]