1. Knowledge Transfer & Leadership Transition Practices
AmeriCorps Advantage: CaliforniaVolunteers Grantee Training Conference, July 2017
Knowledge Transfer & Leadership Transition Practices
Eddie Aguero
AmeriCorps Specialist
AmeriCorps Grantee Training Conference 2017

2. AmeriCorps Grantee Training Conference 2017
This session will highlight:
Key elements for Knowledge Transfer and Leadership Transition
Peer Practices/Discussion
Tools and Resources
Show hands…Does your program have a “Transition Plan” addressing knowledge transfer &/or Leadership transitions?
This session will explore key elements addressing knowledge transfer and leadership transition challenges.
It is also an opportunity for participants to join the conversation and share their experiences and practices
Note: This session is a sub-component of broader national service efforts to address Sustainability Planning holistically. Strategic planning, state service plans, and the like… The resource link for CNCS’ s e-course is listed in the resource section of this presentation.
AmeriCorps Grantee Training Conference 2017

3. Elements of Knowledge Transfer & Leadership Transition Planning
Timelines
Funding/Match Sources
Program Documents/Tools
Technology
Recordkeeping
Performance Measurement/Reporting
Member Management/Support
Resources/Exiting Staff Knowledge
All these categories are listed to assist in creating documents that address the need to transfer knowledge and plan for leadership transitions. Though these topics cross many programmatic areas we are focusing on creating documents (plans) to ensure your program is improving and ready for the changes that naturally occur. I will be asking probing questions throughout this session to suggest areas in need of inclusion within your planning documents.
Elements to be addressed:
Time: What and when things need to be started, implemented, completed, assessed, reported...
The Money! How much do we have, need to raise, establish/re-new MOUs, SOUs, etc…Apply for?
What documents are critical to your program’s success or even its day to day operation?
What role does or should technology have in the success of your program?
How about documentation? What needs to be kept? How and how long?
What role does or should the results of our service efforts play in your program’s success?
Members? What about them?
There are numerous resources and approaches to capturing program knowledge and getting in front of leadership transitions…we’ll go over them and point you in the right direction…
AmeriCorps Grantee Training Conference 2017

4. AmeriCorps Grantee Training Conference 2017
Timelines
CaliforniaVolunteers
Continuation & Re-Compete Applications Due Dates
Contracting (Program Start Date)
Program Calendar (Check-ins, Reports etc…)
National Service Days
Host & AmeriCorps Organization
–AmeriCorps Activities Calendar
- Host Organization Activities Calendar
–Other Grants/Partner Dates – School Calendars!
Non-CV/CNCS local community activities
Time: What and when things need to be started, implemented, completed, assessed, reported…
Much of what gets done is driven by target, due, and deadline dates. Knowing the calendar landscape for your AmeriCorps program and its lead agency are critical to anticipating knowledge needs and leadership transitions.
Is your AmeriCorps calendar known by your partners, placement sites, staff, and members? Are you familiar with other calendars that affect your AmeriCorps planning?
Who uses their CV Program calendar regularly? Show of hands!
AmeriCorps Grantee Training Conference 2017

5. Funding/Match Resources
# and Types of Grants
Funding Level
Match requirements
In-Kind Sources
Budget Year/Program Year
Budgeted/actuals
Budget Revisions
Finance staff associated with Program
Money! How much do we have, apply for, need to raise, establish/re-new MOUs, SOUs, etc…?
Do you know which source of AmeriCorps funding affects your program? Competitive? Formula?
What other grants affect your AmeriCorps program?
Are you familiar with the CV budget revision process?
These are critical areas that need to be part of your knowledge transfer and leadership transition planning!
AmeriCorps Grantee Training Conference 2017

6. Program Documents/Tools
Agency Policies and Procedures Manual
AmeriCorps Requirements
CV AmeriCorps Program – Specific Documents
CV Contract “Exhibit D”
Written Guidance/Memos
Transition Plans for All Key AmeriCorps
Staff Positions
Host Organization Requirements
Member Management Forms/Checklists….
What documents are critical to your program’s success or even its day to day operation?
Can anyone name a few CV AmeriCorps program documents that might be included in a transition plan?
How many are familiar with CV’s Exhibit “D” language on “Transition Plan”?
Exhibit D, Section 17. D. Page 11 of 21:
Transition Plan. Should changes in key program staff occur, the Subgrantee is required to have a transition plan and procedure to ensure minimal negative impact to program operations. The Subgrantee agrees to make available staff transition plans upon CVs’ request.
Does anyone have experience with needing to take into account Host or Legal organization document requirements?
Is there a list of applicable member forms and documents needed by your AmeriCorps program? Is it available?
AmeriCorps Grantee Training Conference 2017

7. Technology for AmeriCorps Program
Computer Hard/Software
Phone/ Protocols
Cell Phone Usage/Policies
Website
Social Network Connections
Support Equipment
What role does or should technology have in the success of your program?
What are the technological requirements associated with the operation of your program? Are they listed anywhere? Is their role clear? Are there procedures and/or written guidelines for their use?
What about social networking? Is there a key function that is clearly described so someone else can do it?
Who’s responsible for CV AmeriCorps branding requirements? Is the requirement common knowledge? Is there a process for ensuring the website is kept up to date? What doe sit cost? Who pays for it?
What are the tech support requirements for sites? Are they written down? Part of MOUs?
AmeriCorps Grantee Training Conference 2017

8. Recordkeeping & Sharing
CV Contract Requirements
Eligibility
Background Checks
Member/Staff Records
System for Member/Staff Records
Sharing Key Contractual Items
AmeriCorps Program Design Elements
(Program Narrative, budget, diagram, & PMWs)
Storage – Contract requirements
How about documentation? What needs to be kept? How and how long?
Who is familiar with the CV AmeriCorps Record Retention requirement listed in CV’s contract exhibit D?
CV Exhibit D, Section 11, B (Page 5 of 21:
Record Retention: The Subgrantee must retain and make available all financial records, supporting documentation, program desk review documents, performance measurement and evaluation data and reports, Member records, and personnel records for the amount of time specified by CV in the Subgrantee’s Program Closeout Memo or Closeout Confirmation Letter. This is generally at least three years from the date of submission of the final Federal Financial Report (FFR) for the final grant year of a three-year funding period.
AmeriCorps Grantee Training Conference 2017

9. Performance Measurement/Reporting
CV Contract Requirements
Data Collection Processes/PMWs
Staff/Member Responsibilities
Telling Your Story
Continuation/Re-Compete Apps
What role does or should the results of our service efforts play in your program’s success?
Aside from member enrollment and retention…the successful attainment of your program’s performance measure targets is perhaps the most critical indicator of your program’s impact and fundability.
How does your program make its targets known and how are data collected to substantiate your impact statements?
What’s the procedure? Who’s responsible for what?
How does your knowledge transfer efforts and/or leadership transition plans address this area.
AmeriCorps Grantee Training Conference 2017

10. AmeriCorps Grantee Training Conference 2017
Member
Management & Support
Recruitment/enrollment/exits (eGrants)
Training
Supervision
Criminal history checks
Timekeeping and payroll
Member files
Number and location of members (Program Diagram)
Current grievance practices/issues
Performance Reviews
Special Needs, etc…
Members? What about them?
Sure, you have a member handbook. Are there potions of the handbook that are “more “ critical than others? Are they known and considered in your planning?
What do supervisors need to know? When do they need to know it? Who provides the knowledge and when? How is it documented?
What are the calendar impacts to these items?
AmeriCorps Grantee Training Conference 2017

11. AmeriCorps Grantee Training Conference 2017
Table Exercise
Task: Address the following topics (next slide) …sharing practices, experiences, and next steps your program can take to address leadership transition and/or knowledge transfer challenges
Report Out: One person from each table will report out per the following 4 topics
Please take the next 15 minutes sharing the following with the others at your table.
Identify one member (at least) to report out on your table discussion highlighting:
How many know your AmeriCorps program has a transition plan?
Share any experience using a transition plan and/or the consequences of not having one.
What are your next steps for ensuring your program addresses knowledge transfer and/or leadership transition?
Recommendations for resources to assist other
AmeriCorps Grantee Training Conference 2017

12. AmeriCorps Grantee Training Conference 2017
Table Exercise
Topic 1: How many know your AmeriCorps program has a
transition plan? Have you seen it?
Topic 2: Share any experience using a transition plan and/or
the consequences of not having one.
Topic 3: What are your next steps for ensuring your program
addresses knowledge transfer and/or leadership transition?
Topic 4: Recommendations for resources to assist others???
Please take the next 15 minutes sharing the following with the others at your table.
Identify one member (at least) to report out on your table discussion results for these four topics.
AmeriCorps Grantee Training Conference 2017

13. AmeriCorps Grantee Training Conference 2017
Table Exercise
Report Out!
Please take the next 15 minutes sharing the following with the others at your table.
Identify one member (at least) to report out on your table discussion results for these four topics.
AmeriCorps Grantee Training Conference 2017

14. AmeriCorps Grantee Training Conference 2017
Resources
CV Contract (Exhibits D, H, &?)
AmeriCorps, provisions, regulations, FAQs
CV Program Officers
CNCS Knowledge Network
Service Associations
Exiting Staff Knowledge/Peer Mentoring
State and Regional Trainings
Program Management Checklists
CV Grantee Central
CV Program Continuity Checklist (CV Grantee Central)
CV Staff Transition Template (CV Grantee Central)
There are numerous resources and approaches to capturing program knowledge and getting in front of leadership transitions…they are offered to point you in the right direction…
AmeriCorps Grantee Training Conference 2017

15. Sustainability Planning eCourse Link
This course defines CNCS expectations for grantees’ sustainability planning; describes several challenges facing grantees (structure of national service funding/programing and nature of nonprofit work); outlines components of sustainability planning (play books, talent management, and infrastructure); and includes examples of planned and unplanned transitions (retirement of founding program director, change in governor, and natural disaster). 
This is the link to the e-course that summarizes CNCS’s efforts to address Sustainability Planning holistically.
Broad Components of sustainability outlined in the e-course include:
Plans & Calendars (Playbooks)
Talent Management
Infrastructure
AmeriCorps Grantee Training Conference 2017

16. AmeriCorps Grantee Training Conference 2017
Wrap-Up
Determine where your program is in its knowledge transfer and leadership transition planning process…
Calendar the updating or creation of transition plans
Create/Update written transition plans for all key staff positions
Encourage knowledge transfer practices across program management positions
Utilize existing resources available to you
Your CV PO, CNCS Knowledge Network, Grantee Central
Memorize CV contract Exhibit D
Next Steps?
CV encourages you to take this topic on when you return to your program location
Be the voice of reason and at the same time help to ensure you program sustainability is improved.
AmeriCorps Grantee Training Conference 2017

17. AmeriCorps Grantee Training Conference 2017
Q & A
AmeriCorps Grantee Training Conference 2017

18. AmeriCorps Grantee Training Conference 2017
Thank You
For
Attending!
AmeriCorps Grantee Training Conference 2017