SUSTAINABILITY A Texas ACE Training Series – Part III START SPRING (Time: 4 minutes) SPRING 2014 PRESENTED BY : Shawn C. Petty

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 HOUSEKEEPING Special Offer Just For YOU!!!! (Time = 20 minutes) TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 TODAY’S TRAINING OBJECTIVE We want to…. To identify the range of fiscal resources needed to achieve your sustainability goals & To develop strategies to access those sources (Time: 1 minute) TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

WHAT’S IN IT FOR ME? (Time 25 minutes – includes Q&A time): Use Worksheet 1: Self-Assessment Summary – Strategic Financing Orientation

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 LET’S REVIEW (Time: 7 minutes) © 2014 The Finance Project - Used under license - www.financeproject.org TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 5 LET’S REVIEW Plan 2 Plan & Developing A Vision And Results Orientation (Time = 20 minutes) TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 6 KEY ELEMENTS OF SUSTAINABILITY 1 Vision 2 Results Orientation 3 Strategic Financing Orientation 4 Adaptability to Changing Conditions 5 Broad Base of Community Support (Time: 3 minutes) 6 Key Champions 7 Strong Internal Systems 8 Sustainability Plan TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14 7 CLARIFY “FINANCING FOR WHAT”? 1 2 3 Activities Scale Time (Time: minutes) Use Worksheet 2 What exact activities do you want to sustain? What scale do you want to sustain & what are your ramp-up assumptions? What does your timeframe look like? TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 8 ACTIVITY TWO III. WORKSHEET 2: Financing for What? (Time: 20 minutes) TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14 9 ESTIMATE FISCAL NEEDS Start-Up Costs Operating Costs Infrastructure Costs © 2014 The Finance Project - Used under license - www.financeproject.org TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 10 ACTIVITY THREE (Time: 20 minutes) TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

(Time 15 minutes):

(Time 15 minutes):

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 13 TODAY SO FAR We have covered…. Clarify “Financing for What?” Estimate Fiscal Needs (Time: 1 minute) TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14 MAP CURRENT SPENDING Information Needed What are your current sources of funding (both cash & in-kind)? How are these funds used? Wow, that was a lot of information in a fairly short amount of time. Before we conclude, I just wanted to wrap up with the next steps. So what should you do right now? Well, you have already watched this webinar which is a great start. Remember, everything in the webinar has been transcribed. You can download the transcription to see many of the questions that I asked verbally but did not have the space to place on the slide. Likewise, the webinar has been designed in a format where you can back and review one section at a time if you wanted to. You may also download the Powerpoint slides to share with or present to others. Your next step however is to register for one of the ½ day trainings. From there, please go online and take the self-assessment. Your training facilitator will review this assessment before the training which will guide how the first training rolls out for your area. Finally, attend the training prepared to work. The training will not be a lecture style workshop. It is very much a hands on developmental workshop. When this first training is complete, please give feedback through the instrument provided at the training. Your feedback, particularly around what you need for development, is vital and necessary for us to continue providing technical assistance and support to you. You will be given additional assignments at the training. Please complete those assignments, register for the next training, and be ready to attend and work again. This cycle will repeat one more time for the final training. For the future, we will be rolling additional sustainability training in the fall. This particular training series has been streamlined for those grantees whose grant cycle is ending soon. The Fall 2014 training will take a deeper dive with a longer timeline. However, the format will remain the same and the 8 Key Elements and 5 Modules do not change. Are they restricted? Over what timeframe are they available? How stable and reliable are these sources? Map by strategy/activity; by school site, if applicable. TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 15 PLANNING TO PLAN (Time: 5 minutes) May I ask you to pull out the Plan to Plan Workbook and turn to page 10? Will someone read the section “Goals for Planning?” Thank you. Now that you have the toolkit, you can set your own pace for you Sustainability Plan. Don’t wait for us, use the materials to accomplish your goals. We will provide support and training on a streamlined timeline, but we might not go fast enough for you. However, the steps of the process are critical. Let’s look at page 11 & 12. I have place page 12 on the slide above. Notice that the tasks are already filled in for you. These are the basic steps you need to complete to have a working sustainability plan. How is responsible and the timeline is something that you will need to plan out? Now, I have a quick activity I would like to do that may help and then we will take a 15 minute break. © 2014 The Finance Project - Used under license - www.financeproject.org TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 16 ASSESS THE SPENDING GAPS (Time: 15 minutes) See Dream Team Exercise from Facilitation Manual (NOTE FOR SHAWN – OUTLINE HERE LATER) TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14 17 IDENTIFY FUNDING SOURCES Clarify What & When Review short-term & long-term needs Differentiate between one-time fiscal needs & on-going operating needs Match short-term needs to short-term strategies; long-term needs to similar. Review Current Funding Mix How many funding sources? Public vs. Private: What percentage, if any, is from private sector (over and per pupil revenue – fee based)? What percentage of support comes from other public sources? Stability: Percentage of support that is time-limited (1 to 3 years) Reliability: Do you have any funding sources at risk of being cut or reduced? However, how many of you have this situation? You take the time to create a strategy, a plan, an action list….and you file it and have full intentions to use it, but never do. The day-to-day tasks overshadow the plan. In other words, the urgent takes priority over the important. This is going to be a challenge. Yet, we will provide you with the tools to develop your plan and will provide as much support as possible for you to implement it. This is whether you have 3 and a half months till the end of the grant cycle or four years. One thing that may help you keep your plan in motion is to review the uses of a sustainability plan. A strong sustainability plan can clarify direction. Outlining where you are today with your program on all levels and then writing down where you want to go in the future is a strong tool. That written plan provides direction through long-term strategies with benchmarks to measure progress. We do this with our evaluation plans for the operation of the program, so why wouldn’t we follow the same process for how we sustain the program. Even better would be to link the evaluation efforts and the sustainability plan. Both can demonstrate value to stakeholders. Your parents, your community leaders, your school administrators….they all want to see you succeed and are willing to help. They just need a plan with solid actions to do. TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 18 WORKSHEET 6 (Time: 20 minutes) TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

Texas Association of School Business Officials 19 INTRODUCING Texas Association of School Business Officials Tracy Ginsburg, Ed.D, RTSBA, SFO Executive Director We will be sending your evaluation sheet electronically and ask you to complete it so that we can get a rating on the training but is there any feedback you would like to give now on resources, support, training, etc…..? TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14 20 RESOURCES 1 Texas Education Agency 2 TXPOST 3 TASBO 4 Finance Project 5 Wallace Foundation 6 FindYouthInfo.gov (Time: 8 minutes) If I had your self-assessment before I left on travel, then I was able to print and bring it with me. If you did it after I left, then I hope you brought it with you or you will need to work from memory. I am not going to walk through each element of the self-assessment. But please know that each element is represented. Let’s take a look at Element One. One thing to remember, the assessment is not a report card. It is a tool designed to help you, not determine how great you are or how much work you have done. Also, please know that we are just highlighted the assessment in about 15 to 20 minutes. Normally this is a 3 hour experience. My purpose today is to basically give you a general feeling for what you should be looking for out of this assessment, so that you can go back to your team and lead them through this exercise. The self-assessment should take time because it generates discussion and drives ideas around every element of sustainability. So (review element one & highlight the Summary pages in the back) A quick comment on vision versus mission. 7 Foundation Center 8 The Bridgespan Group TEXAS ACE| SUSTAINABILITY TRAINING SERIES| DATE: 3/21/14

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 21 THE FUNDING MODEL TEST (Time: 55 minutes) Alright, now this is going to be the bulk of our actions for the rest of the day. Again, you can create any logic model you like or even adapt the one from Texas, it is your choice. The difference is for Texas ACE we prescribe your performance measures and your indicators. With your sustained program, you will more than likely not use the same tools to measure your progress. One of the biggest changes is that you will no longer have access to TX21st, so data management may look a lot different for you. These are things you have to consider. Pulse Check – How many people in the room feel that they have a solid vision with an outline of desired results for their program? (Majority = Move to next section) (Minority = Give time to work on this section – 10 mins) Please turn to page 39 in Module II. Let’s take a look at the example Vision Statement & Desired Results. Alright, let’s look at Worksheet 3 in your packet. I am going to reference material on Page 14 in Module II in order to explain how to complete Worksheet 3. Conditions & Causes are very similar to what we have defined in Texas ACE as a needs assessment. Let’s take about 10 minutes to complete this worksheet. Okay, pull out worksheet 4 and 5. This is you Strategies and Activities worksheets. On page 14 of Module II, there is a great section about language. I am going to read that section. (Read). We use worksheet 4 for our existing strategies and activities and we use worksheet 5 for new ones. Consider the questions on Page 17 when listing your strategies and then use the columns on the worksheet to rate them. Use Worksheet 6 to determine which activities you want to sustain, what scale you plan to sustain, and over what timeframe. While it is important to be realistic and think of finances, focus on the high level. Financing and Resourcing will come in the next module. We have briefly walked through the left side of the Logic Model. The next step in the process is to complete the right side of the Logic Model. This side of the Logic Model corresponds with the remaining worksheets in your packet (7 to 11). I am assigning them to you for homework, but I plan to have a technical assistance webinar in two weeks that will go into more detail. On a high level for now just know that in step 4, there are two types of performance measures: (1) Measures of effort which reflect the level or quality of activity and (2) Measures of effect which reflect the impact of your work. See the example on page 25 about the mentoring program for further clarification. Step 5 is based around indicators which are ways to capture community-wide progress. See the example on Page 33 for more. Please read pages 24 to 35 and complete worksheets 7 to 11. This will help you complete your Logic Model. Let’s take a look at Page 39 for a finished example. Copyright © 2011 The Bridgespan Group, Inc. TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 22 TODAY’S MATERIAL We have covered…. Clarify “Financing for What?” Estimate Fiscal Needs Map Current Funding Assess Gaps Identify Funding Sources & Financing Strategies (Time: 1 minute) TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 23 KEY ELEMENTS OF SUSTAINABILITY 1 Vision 2 Results Orientation 3 Strategic Financing Orientation 4 Adaptability to Changing Conditions 5 Broad Base of Community Support (Time: 3 minutes) 6 Key Champions 7 Strong Internal Systems 8 Sustainability Plan TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 24 ARE WE FINISHED? Final Thought And Requested Feedback! (Time: 55 minutes) Alright, now this is going to be the bulk of our actions for the rest of the day. Again, you can create any logic model you like or even adapt the one from Texas, it is your choice. The difference is for Texas ACE we prescribe your performance measures and your indicators. With your sustained program, you will more than likely not use the same tools to measure your progress. One of the biggest changes is that you will no longer have access to TX21st, so data management may look a lot different for you. These are things you have to consider. Pulse Check – How many people in the room feel that they have a solid vision with an outline of desired results for their program? (Majority = Move to next section) (Minority = Give time to work on this section – 10 mins) Please turn to page 39 in Module II. Let’s take a look at the example Vision Statement & Desired Results. Alright, let’s look at Worksheet 3 in your packet. I am going to reference material on Page 14 in Module II in order to explain how to complete Worksheet 3. Conditions & Causes are very similar to what we have defined in Texas ACE as a needs assessment. Let’s take about 10 minutes to complete this worksheet. Okay, pull out worksheet 4 and 5. This is you Strategies and Activities worksheets. On page 14 of Module II, there is a great section about language. I am going to read that section. (Read). We use worksheet 4 for our existing strategies and activities and we use worksheet 5 for new ones. Consider the questions on Page 17 when listing your strategies and then use the columns on the worksheet to rate them. Use Worksheet 6 to determine which activities you want to sustain, what scale you plan to sustain, and over what timeframe. While it is important to be realistic and think of finances, focus on the high level. Financing and Resourcing will come in the next module. We have briefly walked through the left side of the Logic Model. The next step in the process is to complete the right side of the Logic Model. This side of the Logic Model corresponds with the remaining worksheets in your packet (7 to 11). I am assigning them to you for homework, but I plan to have a technical assistance webinar in two weeks that will go into more detail. On a high level for now just know that in step 4, there are two types of performance measures: (1) Measures of effort which reflect the level or quality of activity and (2) Measures of effect which reflect the impact of your work. See the example on page 25 about the mentoring program for further clarification. Step 5 is based around indicators which are ways to capture community-wide progress. See the example on Page 33 for more. Please read pages 24 to 35 and complete worksheets 7 to 11. This will help you complete your Logic Model. Let’s take a look at Page 39 for a finished example. TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014

TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014 THANK YOU Well, thank you for your time and I look forward to seeing you soon at the next training. END FOR YOUR TIME TEXAS ACE| SUSTAINABILITY TRAINING SERIES| SPRING 2014