1. Optimization Project Update September 2018

2. Opportunities for Optimization
The board and general membership of Abilities Manitoba consulted with the Catholic Health Corporation of Manitoba (CHCM) to better understand and learn about CHCM’s optimization project. Our first step has been to talk to our membership to gage interest and gather information.
The menu of service options as per the CHCM is as follows:
Information Sharing
Sharing Resources (Joint Capacity Building)
Service Coordination (Protocols)
Service Collaboration (Joint Delivery)
Amalgamation (Common Governance)
We acknowledge the sector is currently working together across the spectrum from information sharing (informal) to amalgamation (formal).

3. Survey
On January 23rd and June 14, 2018 Abilities Manitoba surveyed senior managers to seek information on current areas of optimization and areas of optimization worth pursuing. Fifty-two senior managers were consulted at the January meeting, and seventy-two in June. A sample of the results is provided.
Question: If AB MB were to undertake a project on Optimization, what areas would be most important to your agency? What specific areas would your agency benefit most from?

4. Results of June 14th, 2018 Station Discussions - Most interested in
Survey Forms Completed
Station Discussions - Most interested in
Job Descriptions 17
Policy
Best Practices 15
Shared legal council 14
Shared IT supports
Shared fundraising expert 13
Innovations
Person centred planning and support
Shared grant writer 12
Mentorship matching
Shared social media support 11
Wage scales 10
Expertise to build business partnerships 9
Shared office space
Expanding/changing services
Shared data management software 8
Bulk car leasing agreement 6
Umbrella pension and benefits plan
Shared financial/payroll resources
Shared staffing
Shared human resources
Shared home purchasing expertise 5
Shared home building expertise
Transitions from high school
Collective bargaining 4
Bulk grocery purchasing 2
Sharing info (wage scale info)
Resource “library” –electronically speaking
Becoming more “virtual” or electronically focused allows for less physical space (reducing cost)
Perhaps utilize hubs by regions (spaces agencies share to run from)
Umbrella pension and benefits plans
Training packages that have been developed by agencies

5. Results
Shared HR Policy/Practices
Shared Finance Policy/Practices
Shared Sector Best Practices
Collective Bargaining
Health and Safety policies
Training resources
Co-sponsor employee training
Shared blueprints/building plans
Shared trainer from another agency
Share staff to another agency in time of need
Cross-train staff between agencies
Shared staff off site at another agency/community location
Shared costs on capital items such as software and facilities
Shared costs for workshops to advocates/families
Shared a building/facility with another agency
Conducted research/feasibility study with another agency
Worked with another agency to create services for a person and/or support network
Worked together with other agencies on case support
Worked with other agencies to assist with services or administration
Question: Please provide us as many specific examples as you can on how you have/are currently working with other agencies?

6. Past, Present & Future PAST:
MORE WITH LESS for agencies that serve adults with intellectual disabilities throughout Manitoba.
Due to:
Frozen or small increases in funding
Increased complexity in individuals’ support needs
Net Impact: had to Optimize out of necessity to ensure operations remained solvent and stable.

7. Past, Present & Future
PRESENT: Abilities Manitoba has acted as a platform for agencies to work together, formally and informally, on joint initiatives. Over the past twelve months, Abilities Manitoba members have worked on a number of sector initiatives, including:
Quality Assurance
Training & Professionalism
Co-development of database software
Legal coordination
Information sharing including HR and Health & Safety policies
The Board of Abilities Manitoba conclusion is that it will be difficult to sustain this momentum without the implementation of long-term plan to increase organizations’ capacities.
FUTURE: We will be applying to the Winnipeg Foundation in September for a capacity building grant to fund an “Optimization Project Coordinator” to formalize the project and provide additional support.

8. Project Coordinator
Based on the experience of the CHCM, there is an opportunity to formalize how the sector works together and identify opportunities for optimization.
At present, Abilities Manitoba does not have the internal capacity to take on the project formally.
While we were unsuccessful in securing a multi-year grant for a coordinator position from the Winnipeg Foundation in the spring of 2018, we plan to apply for a one-year capacity building grant in September.
We will also be exploring other funding opportunities.