Blueprint- taproot Blueprint v1 2

The Strategy Management Practice is presented by Wells Fargo Taproot Foundation 2008 pg1 of 59 The design of this Service Grant has been generously supported by The Surdna Foundation. Blueprint for a Competitive/Collaborative Analysis Service Grant For Recipients of a Letter of Intent, Clients and Taproot Foundation Service Grant Team Members The Strategy Management Practice Area is presented by Wells Fargo. The development of this blueprint was generously underwritten by a grant from the Surdna Foundation. The Strategy Management Practice is presented by Wells Fargo Taproot Foundation 2008 pg2 of 59 The design of this Service Grant has been generously supported by The Surdna Foundation. TABLE OF CONTENTS Table of Contents .2 Introduction.3 Process Client Materials Delivery; and Client Team (all in this section). Service Grant Agreement (signed online) Key Risks Nonprofit is not ready or prepared for project but Service Grant Agreement is signed anyway. Nonprofit does not understand process as per blueprint but Service Grant Agreement is signed anyway. Account Director and nonprofit do not adequately discuss the competitive/collaborative issues the organization is facing and how these issues impact the organizations ability to reach its goals. Nonprofit need for the project cannot be established and Service Grant Agreement is signed anyway. Nonprofit is uncomfortable asking clarifying questions about the project and does not really understand what a competitive/collaborative analysis is. Service Grant Agreement is signed anyway and confusion emerges later in the project. Account Director and nonprofit have different expectations of the project but Service Grant Agreement is signed anyway. Staffing the team takes significantly longer than expected but timeline expectations are not reset, or Clients situation changes but Service Grant Agreement award decision is not revisited. Account Director does not clarify team roles and responsibilities, and client communications or task assignments become confused. Key Resources Blueprint / this section: Service Grant Award (Sample only) Exceptions Client Materials Delivery Client Team Site Visit Agenda Internal Kickoff Meeting Agenda Blueprint / other sections: Project Plan (including Scope, Timeline, Project Communications Plan and Project Challenges official document is online) Instructions for Clients and Account Directors: At or shortly after the Site Visit, the Account Director and the Client should each log in with their respective accounts to the Taproot Foundation website (/intranet/) to sign the online Service Grant Award, which is a contract between the Client and the Taproot Foundation. The document below is a sample for your reference. The Taproot Foundation is pleased to award _ (“Client”) a Competitive/Collaborative Analysis Service Grant with estimated value of $70,000. Taproot Foundation Obligations and Rights The Taproot Foundation will provide the Client with a team of volunteers qualified to work on this project. This team will provide its best efforts during a period of approximately five months (“Project Period”), and will strive to provide Client with a series of deliverables. The final deliverable will be a report which provides the Client with in-depth profiles on selected competitors and collaborators. The report will highlight for the Client some of the opportunities and threats associated with these in-depth profiles and the competitive landscape as a whole. During the course of the Service Grant, the Service Grant Team will deliver a more detailed Scope which provides additional information about what deliverables they hope to provide during the Project Period. The Scope document will also detail what deliverables are not within the scope of this Grant. These include, but are not limited to: Strategic planning; the Competitive/Collaborative Analysis Service Grant is designed to inform the Clients strategic execution process not to assist the Client in developing strategy Obligation to award additional Service Grants which may be suggested in the course of the Competitive/Collaborative Analysis Grant Except as otherwise specifically set forth in this Service Grant Award, the Taproot Foundation makes no representations, warranties or guarantees, expressed or implied, with respect to any services and deliverables provided or with respect to the qualifications or actions of the volunteers. The Taproot Foundation may terminate its services (and the services of its volunteers) for any good cause, including without limitation: Any inaccuracy or misrepresentation in Clients Service Grant Application; Any change in the mission, leadership or Day-to-Day Contact person of Client; Any adverse change in the financial condition of Client; Harassment of or other unprofessional conduct towards Taproot Foundation volunteers by Client; Failure of Client to provide necessary resources or support for the project in a timely manner; or Actions or omissions by Client that the Taproot Foundation, in its discretion, considers detrimental to Client, the project or the Taproot Foundation. Client Obligations and Rights Internal Support and Resource Availability Client has reviewed the materials supplied to it by the Taproot Foundation with the Letter of Intent to provide a Service Grant. Client understands, as described in those materials, the general process of the The Strategy Management Practice is presented by Wells Fargo Taproot Foundation 2008 pg9 of 59 The design of this Service Grant has been generously supported by The Surdna Foundation. Service Grant, has created a team to work with the Taproot Foundation volunteers (“Client Team”) and the members of the Client Team understand the expectations of them. The majority of the Taproot Foundation volunteers are working professionals. Although in-person meetings will be kept to a reasonable minimum, in-person and conference call team meetings will likely need to be scheduled in the early evening hours (e.g. 6:30-8:30 p.m.). Client agrees to allocate a reasonable amount of off-hour meeting time with Service Grant Team. Financial Responsibilities Client will be responsible for all out-of-pocket and incidental costs associated with the Service Grant. Any costs in excess of twenty-five dollars ($25.00) will be submitted for Client approval in advance. Client will reimburse the Taproot Foundation for all such out-of-pocket and incidental costs it or the volunteers incur on behalf of Client in providing services to Client. Warranties Client represents and warrants that it (i) has read this Agreement in its entirety, (ii) has had the opportunity to review this Agreement with its own legal counsel and (iii) understands the terms of this Agreement. Liability having a well selected team will increase the likelihood of receiving a Service Grant, (2) some team members may change between now and the Service Grant Kickoff Meeting, (3) it may be several weeks or months before the Kickoff Meeting, so do not set team members expectations for immediate action. (4) We strongly urge you to have the entire board approve the board member the Client designates as the board representative. RoleDescriptionAvailabilityNameInitials Day-to-Day Contact* The primary day-to-day contact person for the Taproot Foundation Service Grant Team. Responsible for ensuring all appropriate communications within the Client organization (including to other Client employees, board members or consultants), calling meetings, gathering materials, and ensuring other Client Team members fulfill their obligations in a timely manner. 1-3 hours per week. Return calls/e-mail within 1 business day. Executive Sponsor If the Day-to-Day Contact is the ED/CEO this is likely the same person. If not, it is likely the ED/CEO. This person provides high-level leadership, and will be available to address challenges. He or she should attend 3 to 5 key meetings and to provide feedback on the Competitor/Collaborator Landscape and Short Profiles, the In-Depth Profile Targets fill out sheet Distribute copies of Service Grant Blueprint to Client Team Ensure all people in Client Team have reviewed the Service Grant Blueprint Take actions as per Exceptions Gather materials in Client Materials Delivery and make copies as described on that document Client Team to review the Introduction to Competitive/Collaborative Analysis slide show on the Taproot Foundation website Materials Required at Meeting Taproot Foundation LOI Recipient Service Grant Blueprint Any documents in Service Grant Blueprint you may have refined to meet unique circumstances of the Client Service Grant Blueprint Materials described in Client Materials Delivery Filled out Client Team Any materials listed in Exceptions Taproot Foundation 2008Page 16 of 59Competitive/Collaborative Analysis 1.0 Meeting Agenda Introductions (15 minutes) - Taproot Foundation Account Director Review and approve agenda Review ground rules. (Why is each person here what is your role? What is our process for this meeting? What interpersonal issues? Assign a timekeeper?) Introductions: Name, role, hopes for the project Agree on Meeting Goals (10 minutes) Taproot Foundation Account Director The recipient of the Letter of Intent demonstrates to Account Director that they are ready to move forward with the project, or reach agreement to not move forward. Key issues that help us decide: oEnsure clear need for project oEnsure each member of the Client Team understands, (i) their role and what is expected of them, (ii) the Service Grant process, (iii) the key deliverables that the Service Grant will likely produce, (iv) what approval means at each stage, and (v) the projects limited scope and timeline. oEnsure that the recipient of the LOI understands the role of the Account Director. oAccount Director gathers whatever other information is needed to present the Service Grant Award. (See Exceptions, Client Team, and Client Materials Delivery.) oEnsure team is set up for success with clear Project Communications Plan. Get 3 date options for the Kickoff Meeting Taproot Foundation Service Grant Process and Introduction to a Competitive/Collaborative Analysis Project (30 minutes) Taproot Foundation Account Director Overall question: Does the recipient of the Letter of Intent (LOI) understand the Service Grant process including Scope of the project, roles of Client Team members, key deliverables, and meaning of approvals? Does the recipient of the LOI appreciate the impact of slow turnaround of approvals/communications? Does the recipient of the LOI appreciate the importance of staying within the Timeline? Does the recipient of the LOI understand the limited Scope of the project? Review: oIntroduce Client to Competitive/Collaborative Analysis project (see Introduction to Competitive/Collaborative Analysis available on the Taproot Foundation website). oProcess nonprofit understands potential communication and scheduling challenges. Account Director and nonprofit have discussed why nonprofit needs a Competitive/Collaborative Analysis at this time. Account Director and nonprofit believe that now is a good time for this project and that success is likely. Account Director understands the competitive/collaborative issue(s) the nonprofit is facing and can put together a basic list of the nonprofits competitors/collaborators. Nonprofit understands Service Grant Agreement and is comfortable signing If all are checked, award Service Grant. Otherwise consult with your Program Manager. Next Steps and Conclude Meeting (10 minutes) Taproot Foundation Program Manager Explain next steps: staff team, Internal Kickoff Meeting, Kickoff Meeting. Other action items? Review Goals General questions and answers; +/ s of this meeting Taproot Foundation 2008Page 18 of 59Competitive/Collaborative Analysis 1.0 INTERNAL KICKOFF MEETING AGENDA First Draft Directions for Service Grant Team Members: This is the template for the first meeting of the entire Taproot Foundation Service Grant Team. It follows the Site Visit by the Account Director. The Account Director should schedule this meeting; the Project Manager should run most of it as this marks the transition of day-to-day team leadership. It may be necessary to have two meetings in order to adequately cover all of the issues outlined. Date: Time: XX:XX XX-XX (2.0 hours) Location: Address of meeting location Contact: Name, Project Manager, cell number Preparation Required Prior to Meeting Review: Introduce Client team to Competitive/Collaborative Analysis project (see Introduction to Competitive/Collaborative Analysis available on the Taproot Foundation website) Service Grant Blueprint Materials the Account Director picked up at the Site Visit and then mailed or gave to each volunteer Clients grant application Clients website Volunteer Handbook: Being a Taproot Foundation Volunteer (on the Taproot Foundation website/Resources section) Come to the meeting ready to discuss these materials. Come ready to actively participate in discussions: see many areas for discussion on this agenda Materials Required at Meeting Service Grant Blueprint Materials the Account Director collected at the Site Visit Signed Service Grant Award (signed online) Volunteer Handbook: Being a Taproot Foundation Volunteer (on Taproot Foundation website) Introduction to Competitive/Collaborative Analysis PowerPoint presentation template (on Taproot Foundation website) Meeting Agenda Review and approve agenda (3 minutes) Project Manager Review Agenda Review ground rules. (Why is each person here? What is our process? What interpersonal issues? Assign a timekeeper?) Review any other expectations for the meeting Goals of this Meeting (5 minutes) Project Manager Taproot Foundation 2008Page 19 of 59Competitive/Collaborative Analysis 1.0 1.Project Manager has enough information about each volunteer to be able to shape the project experience to make it positive for everyone, and everyone has met. 2.Create a Project Communications Plan that addresses both practical (e.g. times, dates of meetings), and interpersonal issues (e.g. expectations, open communications). 3.Each member of the team understands, (i) what a Competitive/Collaborative Analysis is (ii) who the Client is, (iii) why they have a need for this Service Grant, and (iv) has specific questions on this topic he/she would like to pose to the Client to gain clarity. 4.Each member of the team understands, (i) Scope, Timeline, processes, key deliverables, (ii) tasks assignments expected of them. 5.Set date for the Kickoff Meeting. 6.Establish way to create/edit/approve materials for presentation at Kickoff Meeting including, in particular, the Our Current Understanding presentation. Introductions (20 minutes) Project Manager Everyone to address: Name Brief bio including any nonprofit experience Your personal motivation/hopes for this project. What experience would make you personally feel that this project was successful for you (ex: materials for my portfolio, try new role, make friends, help a nonprofit, learn new skills, build work network)? Be honest. Your personal worries or concerns for this project. Project Communications Plan (20 minutes) Project Manager Work through the Project Communications Plan document. (Please note that everyone should review this document prior to the meeting and be ready to discuss.) Ensure everyone understands key elements of team-team, team-to-Client and team-to-Taproot Foundation communications. Client Background this leaves holes in the Service Grant Teams preliminary understanding of the Clients competitive landscape and slows the progress of the project. Client does not make best efforts to learn about the Competitive/Collaborative Analysis project and the project process, scope and timeline. Client and Service Grant Team expectations are misaligned causing problems later in the project. Taproot Foundation 2008Page 23 of 59Competitive/Collaborative Analysis 1.0 Service Grant Team does not review Client Materials Delivery or prepare the Our Current Understanding presentation before the Kickoff Meeting; topics and issues that should be covered in that meeting are insufficiently explored or pushed to the Discovery and Short Profiles Stage; project deliverables suffer and the timeline slips. Service Grant Team and Client do not adequately address, in the Our Current Understanding, the strategic issues that are driving the Client to do a Competitive/Collaborative Analysis. The Client does not address the problem in the Kickoff. The Service Grant Team does not have the Clients goals in mind when they begin doing competitor/collaborator research and is not set up for success in the Discovery and Short Profiles Stage. Key Resources Blueprint / this section: Kickoff Meeting Agenda Service Grant Team Blueprint / other section: Project Plan Other / Taproot Foundation website: Our Current Understanding PowerPoint presentation template Taproot Foundation 2008Page 24 of 59Competitive/Collaborative Analysis 1.0 KICKOFF MEETING AGENDA First Draft Instructions for Client and Volunteers: This is a preliminary agenda for the Kickoff Meeting which represents the formal start of the Service Grant. The Project Manager will need to modify this agenda to meet the unique needs of this project, and will send out that customized version no less than 48 hours before the meeting. Everyone should note