Project: Helping the In-School Facilitator

Presented by

Ellie Bryan&

Eileen Smith

Executive Summary

*As consultants we met with the contact and determined the issues

* Gathered more data, found gaps

*Analyzed gaps and causes

* Based on the analysis, we have 3 recommendations:

>Checklist

>Feedback documentation

>New training

Project Introduction

* Girl Scouts working with United Way

*In-School facilitator bridges gap between sponsor organizations and students

*Facilitators have issues

>Feedback, communication, supplies insufficient

Methodology

* “Practices, procedures, and rules”

*Phase 1: Determine Desire and Plan

*Phase 2: Collect Data, Analyze, Form Recommendations

*Phase 3: Implement Chosen Recommendations

*Phase 4: Evaluate Implementation

Cause & Gap Analysis Findings

*Many gaps and causes

>Some are not tied to performance issues

*Many of the causes are difficult to treat

>Most of them would do little to change the issues

*Some are critical, tied to performance, can be treated

Analysis Results: Incomplete Supplies

*Directions missing details

*Listed supplies not always present

*New items inserted without thought

Analysis Results: Lost Teaching Time

*Miscommunication

*Insufficient Communication

*Lack of Consequences for rule-breaking

Recommendation 1: An Inventory Checklist

*Carbon-type paper form

*Made to List items present

*Will have a comments section

*To be filled out by the Designer, then the facilitator

>After completion, will be sent back to the Designer, and to the Facilitator Coordinator

Checklist ExampleDate:

Inventory Checklist (√) Satisfactory (X) Requires Action

Program year Designer Facilitator

Directions

Are the directions present for all lessons?

Are the directions complete for all lessons??

Are they understandable?

Materials Needed for Project

Are all included materials listed for all lessons?

Are all needed materials listed for all lessons?

Lesson Goals

Are lesson goals present for all lessons?

Are lesson goals understandable?

Are lesson goals measureable?

Comments (Be specific, which items are not satisfactory, or are very acceptable? For which lessons? Include advice to make an item better if you have any specific ideas.)

Recommendation 2:Feedback Documentation

*Carbon-type paper

*Made to increase communication

*Can check off specific issues and leave comments

*To be filled out by the facilitators

>Then sent to the principal for utilization, and the coordinator for filing.

Documentation ExampleFeedback Documentation for Facilitator

Facilitator name:

Class Grade Level: Classroom number: Assisting Teacher(s) Name:

School Name:

 (√) Yes/ Satisfactory   (X) No/ Requires Action

 

Teacher

Did the teacher stay in the classroom for the whole class?

If not, (on average) how often per week did the teacher leave?

Was the teacher helpful with the lesson?

Did the teacher control the students during the lesson?

If not, (on average) how many times per class did the students become overly disruptive (and you had to pause your teaching to deal with it, or they could not hear you)?

Did the teacher inform you of upcoming events (times when the students would not be in the classroom)?

Students

Were the students respectful?

Did the students listen to you when you gave directions?

Comments (Be specific. What problems did you experience when, do you know any of the students' names?)

Recommendation 3: New Training

*Teach new paperwork and facilitator responsibilities

>usage/ how to fill items out

>processing order

*To be offered annually

>additional offerings dependent on employees hired during the year

Measuring Checklist Success

*Short Term

>Checklist created and approved

>Trial utilization

>Checklist improved and re-approved

*Long Term

>Checklist utilized by all facilitators at least once

>Evaluation by coordinator and supervisor two years after initiation

>Committee evaluates form when rules and policies dictate change

Measuring Documentation Success

*Short Term

>Initial documentation created and edited by committee

>Initial document approved

>Document utilized at least once by the end of the program

*Long Term

>Feedback consequently utilized to improve relations

>At least 90% of facilitators utilize form

>

Measuring Job Training Success

*Short Term

>Training created

>Training administered to most facilitators, current and newly hired before new paperwork dispensed

*Long Term

>Training administered to all facilitators before the end of their first program phase

>Evaluation will take place following facilitator training sessions

>emails sent to coordinator providing feedback

Implementation Timeline

Item name & tasks

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Jun

Jul

Aug

Sep

Oct

Nov

Dec

Jan

Feb

Mar

Apr

May

Approved

Utilized & submitted

Consequences distributed

New Training

Trial checklist presented for utilization

New training for checklist developed

Hired facilitators trained

Ongoing training offered to new employees:

Implementation Costs

*Checklist: 14.5 hours

*Documentation: 20 hours

*Training: 24 hours

*Hours have been approximated. NCR Paper cost for one program season is under $5. One ream with 2,500 sheets of paper is available for $190 @ http://www.officeworld.com/ .

To Summarize...

*We found some issues with specific causes

*We have suggested some recommendations

*We have done both free of charge

*If you need help implementing, there will be a fee

Resources Utilized

Rummler, G. A. (2007). Serious performance consulting: According to Rummler. San Francisco, CA: Pfeiffer, an Imprint of Wiley.

Questions?

Thank you for your attention!