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PPG Structure Updates from Matthew McClain
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PPG Structure Updates from Matthew McClain

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Consultant Matthew McClain presented these guidelines and suggestions for updates to the Prevention Planning Group (PPG), based on earlier suggestions from the body.

Consultant Matthew McClain presented these guidelines and suggestions for updates to the Prevention Planning Group (PPG), based on earlier suggestions from the body.

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  • 1. PHILADELPHIAPREVENTION PLANNING GROUP MEETING March 27, 2013 Presented by Matthew McClain
  • 2. Topics2  Recruitment Plan  Marketing Plan  Passive and Active  Application Packet  Cover Letter and FAQs  Activating Recruitment  Vetting Process  Next Steps March 27, 2013
  • 3. Recruitment Plan3  Active recruitment more effective than passive  List who we are targeting  Stakeholders list in CDC guidance, current directly funded CDC, SAMHSA, NIH, HRSA grantees  Ryan White Planning Council (past and current members)  Provider system (both prevention and care, publicly funded and not)  Former CPG and RWPC members  Other? – Discuss March 27, 2013
  • 4. Marketing Plan4  Goal is to generate 2 candidates for every 1 member to fully populate the HPG  Objectives, responsible parties, timeline, etc.  Separate sections for passive and active recruitment  “Elevator test” scripts to telegraph “we need your expertise, perspective, participation because..”  Social media and traditional methods - discuss  Give-aways, no or low cost (pens,discs)?  Special event?  Other? March 27, 2013
  • 5. Passive Recruitment5  Develop and distribute FYI flyer (simple 3-fold) for passive recruitment  Agencies  Academicsettings  Community outlets  Other?  HIVphilly.org page  Other? March 27, 2013
  • 6. Active Recruitment6  Some targets will need to be actively recruited  Best practice is person to person, colleague to colleague, peer to peer  Active recruitment  Everyone has a role  Identify the individual  Identify who is the best messenger  Identify what is the best message  Deliver and follow up  Coordinated by OHP?  Other? March 27, 2013
  • 7. Application Packet7  Cover letter – details below  Application Form – see draft (handout)  FAQs one pager – details below  Bylaws  Other? March 27, 2013
  • 8. Cover Letter8  Brief history and rationale for new mandate and new group  Who we need and why  How to apply and when  Selection process and dates  Who to contact for more information  Signed by Mayor ? Or Health Commissioner?  List of attachments=recruitment materials  List of online resources: OHP, AACO, CDC, UCHAPS  Other? March 27, 2013
  • 9. FAQs9  What is HIV community planning?  Why do we need you?  What is the Jurisdictional Plan?  Who is involved now – co-chairs, etc.?  What is OHP?  What is PDPH/AACO?  Where can I go online to learn more?  Other? March 27, 2013
  • 10. Activating Passive Recruitment10  Develop and publish flyer  Initial distribution per Marketing Plan  Track results  Additional distribution as needed  Other? March 27, 2013
  • 11. Activating Active Recruitment11  Social network approach  Assumes all our targets are within the social networks of the existing human resource  Problem: how to activate it?  Possible methods:  Each of us commits to provide at least 2 names by April 5 via SurveyMonkey including your name, the target’s name and contact, who best to approach, what message works best  Other? March 27, 2013
  • 12. Vetting Process - 112  OHP administrative review of applications  Screen out incomplete or ineligible applications  OHP tracks eligible applicants by target category of membership  Identify gaps early to activate more recruitment  Joint Select Committee (to be determined)  Initial review using a common tool (to be developed) with defined criteria  Interview option -- discuss March 27, 2013
  • 13. Vetting Process - 213  Joint Select Committee reports on slate of recommended candidates to Committee known at the time of the April, May, and June meetings  Also report the process followed and results, e.g. number of applications received, numbers of eligible/ineligible, degree to which categories are potentially filled, etc.  Committee presents slate of candidates and their complete applications to PDPH – when? March 27, 2013
  • 14. Next Steps14  April Meeting Agenda  Adopt bylaws; Review final application package, marketing plan and flyer; Review populated work plan; Joint Select Committee report; Other?  May Meeting Agenda  Review recruitment process; Review work plan status; Joint Select Committee report; Other?  June Meeting Agenda  Review recruitment process; Review work plan status; Joint Select Committee report; Other? March 27, 2013