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Project Core Team – Members of the Atlanta Board of Education
Stakeholder Engagement Committee – TBD
Project Staff
— Dr. Alexis Kirijan – Chief Strategy and Development Officer / Project Facilitator
— Ms. Sharron Pitts – Chief of Staff
— Ms. Veleter Mazyck – General Counsel
— Mr. Stephen Alford – Director of Communications
— Mr. Keith Bromery – Director of Media Relations
— Ms. Panya Yarber – Special Assistant to the Chief Strategy and Development Officer/ Project Assistant Facilitator
— Dr. Howard Grant – Board Administrator
— Facilitators – APS Strategy and Development Team Members (as needed)
— Consultants, Mediator, Superintendent Search Firm, Policy Expert
— Representative Stacey Abrams and Beth Beskins – Governor’s Liaisons
— Dr. Mark Elgart or designees – SACS
Project Team
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Agenda
Welcome and Introductions
Meeting Overview
Working Together
APS Project Management Framework
Break
Facilitated Discussions
Closing
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By the end of tonight’s meeting
Objective 1 – The Board will set meeting norms for how the meetings will be conducted
Objective 2 – The Board will approve a high-level timeline for completing the work and develop a work schedule for moving forward
Objective 3 – The Board will approve AdvancED/SACS Required Actions Project Charter
Objective 4 – The Board will finalize the Stakeholder Engagement Committee
Objective 5 – The Board will establish timelines and actions to:
— Secure a mediator/organization
— Secure a superintendent search firm
Meeting Objectives
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Mission – gives team direction and purpose. Teams have a clear mission. It may be short-term or long-term. The team must mutually agree upon purpose and mission
Commitment – team members must be committed to the purpose and the mission. Commitment may occur immediately or develop over the course of the work.
Rules of Engagement – The are the norms that provide the team with guidelines and a common set of procedures by which to operate. To be successful the whole team needs to play by the rules agreed upon.
Fundamental Elements of Teams
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Activity 1 – Setting the Working Norms
Activity 2 – Defining the Purpose
Fundamental Elements of Teams
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APS Framework for AdvancED/SACS “Required Actions”
Develop Timeline
Develop Communication
Strategy
Plan and Approve Budget
Execute Action Plans Monitor Progress
Report Progress to Applicable Stakeholders
Documentation & Evidence
Submit Required Action Closure
Report
GETTING STARTED PLAN DO CHECK ACT REPEAT
CYCLE
Translate Strategy into Action Plans
Assign Project Manager
Conduct “As Is” vs. “To Be” Gap
Analysis for Each Required Action
Develop Strategies to Address the
Gaps
Map Action Plans to Ensure Alignment
and Optimize Resources
Adjust Actions as Needed
Lessons Learned/Next Steps
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Activity 3 – Draft Calendar Development
Activity 4 – Review and Approve Project Charter
APS Project Management Framework
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What makes a successful team?
What are the characteristics of an effective team member?
What are the strengths on this team to get the work done?
Building Effective Teams
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Why have a stakeholder engagement committee for this project?
to assure that the decision addresses as many different stakeholder interests as possible;
to increase the probability of a creative outcome;
to build broad-based support for the decision made by the board; and
to assist in communicating and facilitating implementation of the decisions.
Other-----
Building Effective Teams
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1. Appropriate level of engagement: What is the expectation of this committee?
Educating: board makes decisions and provides information to stakeholders about policies that affect them.
Soliciting Input: board generates strategies and gains input from stakeholder group in interactive work sessions.
Recommending: Stakeholder committees work independently and bring recommendations to the board to accept or reject.
Approving:
Disseminating information
Other involvement---------
Board Decisions Prior to Selecting Stakeholder Engagement Committee Members
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2. Establish meeting formats and locations for stakeholder engagement committee:
Where will meetings be held?
Times and dates?
Type of meeting?
Board Decisions Prior to Selecting Stakeholder Engagement Committee Members
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3. Decide on the composition of the stakeholder engagement committee:
What stakeholder groups should be represented on the committee?
Board Decisions Prior to Selecting Stakeholder Engagement Committee Members
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Board Decisions Prior to Selecting Stakeholder Engagement Committee Members (3)
3. Decide on the composition of the stakeholder engagement committee: • What stakeholder groups should be represented on the committee?
Organizations:
Students
Parents
Employee
Community-at-Large
Non-Profit Community
Office of the Mayor of Atlanta
Office of the Governor of Georgia
Georgia State Board of Education
Georgia business Community
Atlanta Education Fund
Representative from the Georgia Higher Education Community (Colleges/Universities)
Other
Organizations:
Students
Parents
Employee
Community-at-Large
Non-Profit Community
Office of the Mayor of Atlanta
Office of the Governor of Georgia
Georgia State Board of Education
Georgia business Community
Atlanta Education Fund
Representative from the Georgia Higher Education Community (Colleges/Universities)
Other
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Board Decisions Prior to Selecting Stakeholder Engagement Committee Members (4)
4. Characteristics of stakeholder engagement committee members:Representatives • have support and confidence of their groups• are able to communicate effectively the work and the decisions of the team to the stakeholders they represent.• have a proven record of working effectively with others who may have different work styles and interests• can make time commitment to actively participate in the entire process•are able to listen to and acknowledge the perspective of others.•are willing to acquire the information through the process that is required for effective participation• are directly impacted by the decisions•have information, experience, insight that will be helpful in developing strategies•have influence to help implement strategies and support or block progress•Have a sincere vested interest in the work• have been champions or critics of your work in the past•Other criteria you think is important--------
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Matrix
The stakeholder identification matrix helps to bring transparency and clarity to the process of identifying stakeholders
Step 1 – List potential stakeholder groups
Step 2 – Suggestions from Board members
Step 3 – Differentiate from the long list clusters that might be grouped as one
Step 4 – Review the rationale of why stakeholders are considered important
Step 5 – Determine relevant stakeholders that need to be considered:
— Important to the project
the project directly affects them
Influence others and positively impact the project’s outcomes
influence is in fact the extent to which a stakeholder is able to communicate in a positive way the many variables that affect the project
Impacts the project’s outcomes positively
impact is resources the stakeholders bring to the table for success of the project
Step 6 – Finalize stakeholder committee
Step 7 – Personal contact to perspective stakeholder
Step 8 – Board resolution naming stakeholders
Step 9 – Introduction of stakeholders to the public
Step 10 – Invitation to stakeholder engagement committee kick-off meeting
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Solicitation Process
Mediator/Organization and Superintendent Search Firm
Review solicitations
Timeline
Next Steps