PROJECT CHARTER: Social Master Plan

Family and Community Support Services Version: Draft

Last Updated: May 17, 2018

2018-2019

PROJECT CHARTER: SOCIAL MASTER PLAN

Social Master Plan Project Charter For Internal Town Use Only

Table of Contents

Project Charter ...........................................................................................................................................................1

Milestone Summary ...................................................................................................................................................4

Communications and Engagement ............................................................................................................................5

Governance ................................................................................................................................................................5

Approval Process ........................................................................................................................................................5

Project Team Structure ..............................................................................................................................................6

Roles and Responsibilities ..........................................................................................................................................7

Project Risks................................................................................................................................................................9

Progress Management and Reporting..................................................................................................................... 10

Change Management .............................................................................................................................................. 10

Project Charter Approval ......................................................................................................................................... 10

Social Master Plan Project Charter For Internal Town Use Only 1

Project Charter

Project Information

Project Title: Beaumont Social Master Plan Project Manager: Kim Williston, Director Family and Community Support Services

Business Unit: Family and Community Support Services

Date Initiated: March 2018

Approved By Project Sponsor: Kerry Hilts, General Manager, Community and Protective Services

Signature:

Project Overview

Project Description

The Beaumont Social Master Plan (Master Plan) will act as a guideline for supporting social well-being within the community of Beaumont.

The goal of the Master Plan is to improve the quality of life through the social determinants of social well-being in our community. In turn this supports the programs and direction of Beaumont’s Family and Community Support Services (FCSS).

Project Details

Project Objectives

The plan will provide a framework that reflects the social determinates that are important to Beaumont moving forward:

To create an inspirational and memorable vision for the delivery of social programs, services and initiatives that aligns with the Strategic Plan and needs of the community

To create a comprehensive inventory of FCSS programs, initiatives and events

To utilize the findings of the 2017 FCSS and Early Childhood Development (ECD) Needs Assessment that identified gaps and priorities with respect to the social needs of the community

To create a guiding document that outlines policies and principles over the next ten years.

Access to quality childcare services

The community values and recognizes quality childcare, and has viable options for families to support:

Collaboration with childcare service providers to ensure best practices are being implemented in the community

Intergenerational programming and community partnerships


Early Childhood Development

Community values and invests in supporting Early Childhood Development by ensuring that:

Children are developing age-appropriately according to the Offord Centre for Child Studies at McMaster University 5 developmental domains: Social Competence, Physical Health and Well-being, Emotion Maturity, Language and Thinking, Communication Skills and General Knowledge

The Beaumont and Leduc Regional Early Childhood Development Coalition is sustainable

The community is aware of the impact of Adverse Childhood Experiences on the developing brain

Youth engagement and delivery of services

Community is educated, values and invests in positive youth development through:

Increased access to facilities, programs and resources to engage youth

Adoption of the 40 Developmental Assets™ philosophy to create an environment where youth grow up healthy, caring and responsible

Creation of an environment that fosters intergenerational relationships

Involvement of youth in planning, implementing and evaluating programs and policies that affect them, thereby contributing to their sense of purpose and well-being

Seniors programs, involvement, support (aging in place)

Community values and invests in seniors by:

Promoting an age-friendly community through accessible, affordable housing and transportation and other resources

Access to programs and services that provide an opportunity for seniors to connect with each other to promote social inclusion

Involving seniors in planning, implementing and evaluating programs and policies that affect them, contributing to their sense of purpose and well-being

Diversity and inclusivity

Community values diversity and inclusion through the:

Identification of the Value: Inclusive in the Council Strategic Plan “We respect everyone, while promoting equity and opportunity”

Ability to express, celebrate, embrace, and respect ones identity; such as race, colour, disability, gender, sexual orientation, language, religion, political or other opinion, national or social origin, property, birth or other status.


Healthy and thriving community

Community values an environment for residents to pursue their definition of quality of life by:

Individuals and families feeling supported and having access to social programs and services

Social programming that contributes to residents feeling safe and secure within their community

Community recognizing family violence, addictions and mental health issues, and knowing how to access supports and services

Community engagement opportunities

Access to quality, affordable health services

Access to affordable recreation and leisure activities and other services that the municipality provides

Opportunities for viable employment

Social determinants of Health as defined by the Government of Canada and Socioeconomic Index adopted by the United Nations

Awareness of the impact of Adverse Childhood Experiences and their lifelong implications

Project Relationships

Relationship to other projects and plans

Provincial FCSS Act and Regulations (218/94) Outcome Statements: Services provided under a program must do one or more of the following:

(i) Help people to develop independence, strengthen coping skills, become more resistant to crisis;

(ii) Help people to develop an awareness of social need; (iii) Help people to develop interpersonal and group skills which to enhance

constructive relationships among people; (iv) Help people to assume responsibility for decision and actions which

affect them; (v) Provide supports that help sustain people as active participants in the

community

Municipal Plans:

Recreation, Parks and Facilities Master Plan (2018/2019)

Open Space and Trails Master Plan (2015)

Childcare Services Plan (2018-2022)

Municipal Development Plan (MDP) (2017/2018)

Beaumont Strategic Plan (2018-2021)

Environmental Master Plan (2014)

Transportation Plan (pending approval)

Beaumont Early Child Development Framework (2018) Provincial Plans:

Social Policy Framework

Early Learning and Childcare Curriculum Framework for Alberta


Milestone Summary

The milestones of the work plan and schedule for the Master Plan are summarized in the table below.

Milestones Timeframe

Phase One: Initiation Fall 2018

Phase Two: Gathering Late 2018

Phase Three: Drafting the Plan Spring 2019

Phase Four: Completion Fall 2019

Phase Five: Plan Implementation Fall 2019 – ongoing monitoring

Scope

In Scope Work within the scope of this phased project includes:

Reviewing Beaumont’s existing policies and procedures, FCSS needs

assessment, economic trends, and any other relevant research to

provide a baseline for the Master Plan

Evaluating Beaumont’s relationship with external partners and

stakeholders in the Edmonton Metropolitan Region

Identify a vision and strategies to improve the quality of life through the

social determinants of social well-being in our community. In turn this

supports the programs and direction of Beaumont Family and

Community Support Services (FCSS)

Developing a system for tracking and evaluating improved quality of life

and social well-being

Developing goals, objectives, and policies based on a 10 year vision that

will have a positive impact on Beaumont as a community

Conducting a comprehensive public consultation process that engages

all affected stakeholders to identify the community’s key values

Carrying out a Communication and Engagement Strategy that uses a

variety of tools to reach the public and stakeholders

Informing and updating Elected Officials and staff

Meetings with the Planning Team and Elected Officials

Developing a Master Plan amendment and review process

Create a comprehensive plan as outlined within the Project Charter that

can be applied to assist the municipality to make decisions affecting

social wellbeing


Communications and Engagement

A separate communications and engagement strategy has been initiated by the Project Team and will be

further developed with the consultant and Communications to address:

Stakeholder analysis and management

Engagement Sessions: programming and venues

Engagement and communication risk mitigation measures

Communications

Focus groups, surveys, public meetings, gatherings, events

Engagement practices based on the IAP2 Model of Engagement

Governance

The Master Plan will inform policy for FCSS

Approval Process

Council will approve the Master Plan


Project Team Structure

The Project Team is made up of the Consulting Team, Communications, the Planning Team, and an Internal

Working Group which are all managed by the Project Manager (Director, FCSS). The Project Manager

reports to the Project Sponsor (General Manager, Community and Protective Services) and is accountable

to Beaumont Executive Team which is made up of 3 General Managers and the Chief Administrative

Officer. The Project Team is depicted in the graphic below.

Figure 1: Project Team Structure


Roles and Responsibilities

Council

Considers outcomes for future budget and policy approvals for the Master Plan

Provides input

Approves the Social Master Plan

Project Sponsor (General Manager, Community and Protective Services)

Provide updates to Elected Officials on the progress of the Master Plan

Provide updates to the Chief Administrative Officer and Executive Team on the Master Plan

progress

Authorizes project expenditures that are above the Project Manager’s approval limit

Review deliverables

Review draft work and provide feedback

Communicate Beaumont’s Strategic Plan and financial commitments to the consultant

Works with Project Manager to select consultant

Supports Project Manager in negotiating scope and project budget with consultant in

qualifications based selection process

Approves scope changes

Project Manager (Director, Family and Community Support Services)

Informs the Project Sponsor on the project

Drafts material for approval by the Project Sponsor before it is presented to Elected Officials and

the Executive Team

Works with Project Sponsor and Planning Team to select consultant

Identifies Project Lead for the Master Plan

Tracks and coordinates the project budget and authorizes expenditures

Schedule meetings with the Planning Team, Internal Working Group and stakeholders to review

updates on the project’s progress as required

Identify and communicate any items that emerge that may be out of scope or over budget with

the Project sponsor

Communicate updates and issues of concern with the Planning Team

Provide dates and times for meetings throughout the project

Review draft work and provide feedback

Circulate meeting minutes for approval by the Planning Team, Internal Working Group and

Stakeholders

Develop request for proposals process to select a consultant to collaborate with for the Master

Plan process


Meet with the consultant selected to assist the Beaumont in developing the Master Plan to

establish priorities, meeting dates, timelines, and other expectations

Sign off on consultant task milestones and deliverables

Planning Team

Assists in the objectives and scope of the Master Plan

Identify existing opportunities and constraints in the service area

Ensure that all relevant policy and procedures are being considered in the creation of the

Master Plan

Identify potential stakeholders who should be involved in the project

Review work submitted by the consultant in a timely manner to provide ongoing feedback

Ensure that Internal Working Group members are engaged as needed

Promote public engagement sessions throughout the Town of Beaumont to encourage active

participation from all residents

Help develop presentations for Elected Officials and internal education sessions

Coordination and preparation of advertising, mail-outs, and other communications

Participate in public engagement

Internal Working Group

Ensure that all relevant policy and procedures are being considered in the creation of the

Master Plan based on each individual service area

Review work submitted by the consultant in a timely manner to provide ongoing feedback and

participate in engagement sessions as necessary

Communications

Assist in reviewing the communication and engagement strategy and help to reach stakeholders

and the general public

Promote public engagement sessions by updating the website/social media as needed

Coordinate with the Project Manager to answer media related inquires

Develop communication materials as outlined in the project’s communications and engagement

strategy

Works with the consultant to ensure an understanding and execution of the engagement

strategy

Consultant

Prepare communications plan and materials for engagement sessions

Facilitate engagement sessions with assistance of Beaumont Staff

Compile data and do a background analysis

Work with Planning Team to develop principles and policies


Draft the SMP

Make revisions to the plan based on feedback from the Planning Team and Internal Working

Group

Provide all deliverables within the set timelines

Communicate scope changes or budget requests to Project Manager prior to undertaking any

work

Presents Draft and Final Plan to Committee and/or Council

Project Risks

Risk Mitigation Strategy

Lack of community

involvement

Strong communications and engagement strategy. Ensure 2-way

communication between Planning Team, stakeholders and residents

Lack of community

understanding of the

project

Strong communications and engagement strategy. Ensure 2-way

communication between Planning Team, stakeholders and residents

Budget not being

approved

Scale down scope of project

Budget not being

adequate/budget

overruns

A clear budget and scope upfront will assist in preventing overruns.

Change orders will be required for any changes to scope or requested

budget increases. These change orders will be approved by the Project

Sponsor in conjunction with the Project Manager before the work is

undertaken

Lack of Council buy in A clear understanding of the Charter will help keep the project in scope

Time overruns The Project Manager will monitor schedule, will update Planning Team

and Project Sponsor, and change Milestone Dates as needed. Project

Manager will work with Consultant to determine reason for schedule

changes

Engagement Fatigue Coordinate with other Beaumont public engagement activities to prevent fatigue. Utilize the IAP2 model for community engagement

Stakeholder issues,

managing controlling

voices

Project Manager ensures all feedback is considered, but stays within

scope of the Project


Progress Management and Reporting

The Project Manager is responsible for reporting to the Project Sponsor, who will then identify and communicate important milestones to the Chief Administrative Officer and Elected Officials. It is also the Project Manager’s role to keep the Project Team up to date on the project’s progress so everyone is on task and meeting deadlines accordingly. The consultant will provide monthly progress reports to the Town’s Project Manager.

Change Management

The Project Manager is responsible for reviewing change order requests with the Project Sponsor. This may include, but is not limited to, change in scope, budget, or timeline. The Project Manager must report any significant changes to the Project Sponsor, who will determine the response, or take it to the Chief Administrative Officer to discuss further. A decision will be rendered and reported back to the Project Manager so that the subsequent steps may be carried out. The consultant must not undertake any additional work without change order approval from the Town.

Project Charter Approval

Signature: ___________________________ Date: _____________________________ Print Name: Mike Schwirtz Title: Chief Administrative Officer Signature: ___________________________ Date: ______________________________ Print Name: Kerry Hilts Title: General Manager, Community & Protective Services Role: Project Sponsor

Documents

PROJECT CHARTER: Social Master Plan