CARE Transition Toolkit v1 Overview and Guide Created: December 2006 Last modified: December 2006

CARE Transition Toolkit Outline What are the objectives of the toolkit? What is the toolkit? What are the benefits of the toolkit? What are the toolkit components? When do I use the toolkit? How is the toolkit organized? How do I get started? Who can I contact for support or feedback on the toolkit? *Note: All text in bold, grey, underline are hyperlinks when the presentation is viewed in slideshow mode. © 2006 Accenture. All rights reserved.

CARE Transition Toolkit What are the objectives of the toolkit? 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. © 2006 Accenture. All rights reserved.

CARE Transition Toolkit What is the toolkit? 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 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. Develop an overall action plan, identify owners and timelines for transition activities. © 2006 Accenture. All rights reserved.

CARE Transition Toolkit What are the benefits of the toolkit? Provides practical, user-friendly tools to use for operational change Ensures the benefits of a transition are actualized Presents a standard framework to understand and manage change Aligns the CO operations with the changed environment Expedites transition activities Provides a consistent approach and a common vocabulary to promote knowledge sharing Incorporates lessons learned and leverages examples from other COs Provides an approach that is expected to evolve over time as improvements and efficiencies are identified Develop an overall action plan, identify owners and timelines for transition activities. © 2006 Accenture. All rights reserved.

CARE Transition Toolkit What are the toolkit components? Outcomes What are results of the activities? Component 1: Transition Management Transition Plan Meeting Schedule Resource Engagement Plan Challenges What common issues does this help address? Components / Activities What common activities address the challenges? Benefits What is the desired impact? Many interrelated activities occurring at the same time Unknown timeframe for transition Weak linkage between program and program support Lack of experience in transition activities Maintaining Program Support quality during transition activities Unclear how to implement changes Develop transition plan (activities, timeframe, resources, milestones) Monitor status and identify issues/risks Engage staff resources and RMU / Atlanta Systematic approach to re-structure Incorporate lessons learned from other transitions Input from all key stakeholders Tool to prioritize activities and mitigate risks Minimize timeframe for transition activities Limit impact to programs © 2006 Accenture. All rights reserved.

CARE Transition Toolkit What are the toolkit components? Component 2: Change Management Outcomes What are results of the activities? Change Analysis Change and Communications Plan Challenges What common issues does this help address? Activities What common activities address the challenges? Benefits What is the desired impact? Lack of understanding about re-structure and transition timeline, impact and implications for CO Concerns about staff leaving the organization Lack of motivation of team to perform in new roles (likely to happen in new structure) Lack of consistent communication management and information not always filtering down Analyze change impact on staff (perceptions, pressures, stakeholders) Plan change activities (communications, leadership, engagement) Develop and deliver change activities Increased staff morale and staff retention Maintained staff productivity Maintained respect for people and individuals Transparent organization Effective organizational transition Reduced confusion and disappointment © 2006 Accenture. All rights reserved.

CARE Transition Toolkit What are the toolkit components? Outcomes What are results of the activities? Component 3: Financial Analysis Financial findings Financial scenarios Challenges What common issues does this help address? Activities What common activities address the challenges? Benefits What is the desired impact? Major change in funding Unclear coverage of SPC cost structure Unclear coverage of other cost pools Overload of data, but lack of information Gather and validate data Conduct financial analysis Identify potential options / scenarios Identify option for future state Monitor the CO to ensure healthy financial situation Proactive crisis prevention and opportunity identification Ability to make decisions based on information Understand the amount and timing of cost adjustment for SPC Understand the amount and timing of cost adjustment for other cost pools Ensure broad financial analysis by assessing all options © 2006 Accenture. All rights reserved.

CARE Transition Toolkit What are the toolkit components? Outcomes What are results of the activities? Component 4: Organization Structure Roles and responsibilities Updated Job Descriptions New organization structure (reporting lines and/or teams) Challenges What common issues does this help address? Activities What common activities address the challenges? Benefits What is the desired impact? Major change in workload Change in number of people to manage workload due to financial situation Roles not allocated to effectively support the CO Unclear roles and responsibilities Unclear accountability and ownership of functions and processes Determine roles and responsibilities Determine org structure Validate with financial analysis Update job descriptions Review salary and other benefits Develop selection criteria for placing people in new roles Appropriately allocated workload Defined roles and responsibilities maximizes capacity and support Increased accountability and ownership Clear selection criteria for filling future positions Staff benefits match responsibilities © 2006 Accenture. All rights reserved.

CARE Transition Toolkit What are the toolkit components? Component 5: Processes Outcomes What are results of the activities? Process flow Process table Challenges What common issues does this help address? Activities What common activities address the challenges? Benefits What is the desired impact? Policies / processes not updated to reflect restructure Control mechanisms no longer appropriate for future structure Unable to comply with some policies / procedures due to number of staff Lack of documented processes for key tasks Varying quality of service Difference in operations within the CO High dependence on specific individuals for critical processes Document current process Determine support requirements from program Identify improvements and efficiencies Develop new process Efficient and effective processes Increased quality and accuracy Clarity around process, roles, and accountabilities Knowledge documented for training and knowledge transition; provides more flexibility in staffing Standard processes across the CO Tool for continuous improvement © 2006 Accenture. All rights reserved.

CARE Transition Toolkit What are the toolkit components? Component 6: Staff Development Outcomes What are results of the activities? Skills analysis Staff development plan Knowledge transfer plan Challenges What common issues does this help address? Activities What common activities address the challenges? Benefits What is the desired impact? Lack of appropriate skills to perform new, often expanded, roles Lack of time to perform new roles High dependency on some key people and lack of knowledge transfer planning Conduct skills analysis to determine skill gap Develop training plan Conduct training Plan for and conduct knowledge transfer Increased staff morale and job satisfaction Increased quality of service Appropriate and role specific skills and knowledge among staff Lowered dependency on specific individuals © 2006 Accenture. All rights reserved.

CARE Transition Toolkit When do I use the toolkit? The toolkit can be used to address transition periods, tactically to support ongoing operations, and to implement new strategic directions. Transition Periods Leverage the complete toolkit to manage a transition. Removal of large anchor program Phase out of monetization Ramp down of emergency programming Support Ongoing CO Operations Utilize standalone components of the toolkit to improve CO Operations. Proactively identify upcoming transition periods Prepare for an audit or respond to audit findings Adjust CO operations as projects begin and end Continuously improve CO operations Strategic Leverage the complete toolkit to implement a strategic direction for CO Operations. Regionalization Nationalization Centralization or De-centralization © 2006 Accenture. All rights reserved.

CARE Transition Toolkit When do I use the toolkit? When applying the toolkit to a transition or strategic implementation, the toolkit components have a general order to completion as depicted below. Strategic Planning Identify vision Analyze Determine the change Restructure Build the foundation Stabilize Maintain and Repeat Transform Improve and strengthen Planning and Leading the Change Transition Management Change Management Designing the Change Financial Analysis Organization Structure Process Enabling the Change Staff Development Continuous Improvement © 2006 Accenture. All rights reserved.

CARE Transition Toolkit How is the toolkit organized? Each toolkit component contains an overview and guide. It also includes tools, templates, and examples where applicable. Overview What is the component and what does it include? Purpose Why is the component important and what benefits does it provide? Roles and Responsibilities Who is responsible for completing the activities or templates? Who needs to provide assistance? Who is accountable for the activities or templates? CARE Resources Who are CARE contacts that can provide support? What are CARE resources that can be utilized? Inputs What information is needed to complete the activities? Templates What templates are available to assist in the completion of the activities?             Samples What examples from other COs are available to refer to for guidance? Timeframe & Dependencies When should the activities be completed? What are the dependencies?     © 2006 Accenture. All rights reserved.

CARE Transition Toolkit How is the toolkit organized?  High-Level Process Flow Graphically describes the major activities for the component. Description Describes the major activities in detail. How do I do it? Provides a step-by-step guide on completing the major activities. Hints & Tips Provides know-how from experts who have done it before and tips on preventing common mishaps. Challenge Identifies common challenges. Action Proposes corresponding actions to address challenges.            © 2006 Accenture. All rights reserved.

CARE Transition Toolkit How do I get started? Determine the objective of using the toolkit. Refer to When do I use the toolkit? for guidance. If the toolkit is being used to manage a transition period or to implement a strategic direction, start with the Transition Management component. If the toolkit is being used to support ongoing CO operations, refer to the challenges and benefits identified in the What are the toolkit components? (slides 6-11) for guidance on which component to start with. Note: Some components can be utilized as stand-alone. However, do recognize that there are dependencies that should be considered. For example, if organization structure changes are made, a change management effort (ex. Communication) may also be needed. Once the starting component has been identified, click on the link on the appropriate slide in What are the toolkit components? (slides 6-11) to access the overview and guide for the component. Review the overview and guide, templates and samples. Collect inputs as indicated in the overview. Determine who is going to be involved in the component activities (ex. establish a working group who meets regularly). Conduct a kick-off meeting for component activities as necessary. Contact listed CARE resources for questions or advice. Contact the toolkit owners with input or feedback on the toolkit. Be sure to send your examples and lessons learned to the toolkit owners in an ongoing effort to continuously improve the toolkit. © 2006 Accenture. All rights reserved.

CARE Transition Toolkit Who do I contact for support or feedback? The transition toolkit provides an integrated approach to addressing the various components of change to CO Operations. Transition Management Michael Rewald, VP-IO Rewald@care.org Change Management Mare Fort, L&OD Email Financial Analysis Nick Marudas, Strategic Support email Organization Structure Charlie Danzoll, GOIU Cdanzoll@care.org Processes Charlie Danzoll, GOIU Cdanzoll@care.org Staff Development Nanette Cantrell, HR Email Regional Contacts TBD To be completed by IO © 2006 Accenture. All rights reserved.