U4C Presentation v16

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Merryl BelhocineAjay KothuriYangdi LiKartik MadaneHelen WangDaisy Shi1

Technology assessment & Recommendation

United 4 Children is comprised of St. Louis for Kids and the Child Day Care Association.

St. Louis for Kids grew out of community efforts to address the problems of youth violence and delinquency. Founded originally in 1996 as the Regional Violence Initiative, Inc., the St. Louis for Kids name and mission were adopted in 2000. St.Louis 2004 played a key role in forming St. Louis for Kids after its citizen forums identified strong afterschool programs as critical to addressing the issue of youth violence. St. Louis for Kids was charged with meeting a pressing need for a central afterschool resource to provide information, technical assistance and advocacy.

Child Day Care Association (CDCA) was founded in 1969 as a result of the deep interest of a number of child care center directors in establishing a central organization for child care. At the same time the United Way of St. Louis was interested in assuring that high quality standards were in place in child care centers receiving United Way support.

The United Way agreed to fund the CDCA charge; that it would, within two years, develop a system of performance standards which all United Way child care centers would be required to meet. Thus CDCA became the only social service agency created by the United Way.

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Meet Our Team!

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Kartik MadanePMBAYangdi LiMSCAHelen WangMSCAMerryl BelhocineMBADaisy ShiMSSCM

Ajay KothuriPMBA

Every team members picked United 4 children as their first choice. Very passionate to make U4C successful, everyone worked together as a team and contributed over and beyond their initial level of knowledge. Lot of research and lot of learning went into the execution of this project.

Team Leader Details : ( Can be contacted for any team member details )Ajay Kothuriakothuri@wustl.edu(314) 359-9123Professional MBA.

Details of any of the team members can be obtained by contacting the team leader, students services coordinator (Jan Snow) or Taylor Community Consulting Services Coordinators.2

RecommendationAGENDA

Organizational BackgroundProject ObjectivesMethodologyCurrent StateAnalysis3

This is the Agenda for the presentation.Once we understand the Organization and its background, we will review the project objectives and how we came up with those.The methodology we used for the project and execution of the methodology.3

ORGANIZATION BACKGROUNDMissionImprove the social, emotional, physical, and educational well being of children by enriching the knowledge of families, teachers, and caregiversEnvision a future where all children achieve educational and life successUnited 4 Children considers the four pillars as the foundation of their work.

OrganizationSize of Organization: 36 staffService Overview8 service modelsEach has unique goals and outcomes, funding sources, database and requirement sUnited Way funds U4C overall

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United 4 Children improves the social, emotional, physical, and educational well being of our children by enriching the knowledge of families, teachers, and caregivers.

United 4 Children considers these four pillars as the foundation of our work as we meet people where they are and guide them to gain skills in the following areas.1. Social - ( Confidence | Conflict Resolution | Effective Communication | Self-Worth | Relationship )2. Emotional - ( Self-Regulation | Impulse Control | Empathy | Resiliency | Stress Management )3. Physical - ( Health | Nutrition | Large muscle movement | Small muscle movement )4. Educational - (Developmental milestones | Kindergarten Readiness | School Age Success )

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PROBLEM STATEMENT

During the initial kickoff meeting, Program director (Elisa Zieg) gave us an overview of the United 4 Children and the programs that they currently run. A request for an IT Assessment was made to our team. It was not very clear what would be really a good value to IT Assessment. So, we did not establish any specific objectives at that time. But instead, we recommended that we do a deep dive of the current state and do or problem formulation ourselves.

We prepared the problem statement after the current state analysis was completed.5

1Understand the interrelationships among current IT processes and tools adopted by the organization2Identify redundancies and duplication of activities 3Recommend a software solution that streamlines work processes and satisfies outcome tracking and reporting requirements of each service model6

PROJECT OBJECTIVES

These objectives were outlined from our current state analysis problem formulation. After we defined these objectives, we reviewed these with Elisa.Fortunately, she was 100% in agreement with these.

There was a transition time when we went on a build vs buy decision making path and started writing requirements for building a solution but before our mid term review, we did a comprehensive plan and a roadmap on how to proceed forward. At that time, we outlined the project charter. This helped us better understand United 4 Childrens constraints. Identifying the constraints helped us narrow our focus and scope to a more clearer off-the-shelf solution rather than building a new system.

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METHODOLOGYCurrent State Analysis Data Type & Collection MethodReporting Requirement & ScheduleCurrent Tools7

Future State AnalysisLeast CustomizationLeast MaintenanceMost User-friendliness

Integrated Solution

Issues with collaboration and time management began surfacing. We, as a team, wanted to make this a success and so had a very constructive discussion on how to proceed forward.We decided to split the team into two groups with Ajay leading one and Kartik leading the other. Each of the teams will split the programs for assessing the current state.Ajay and Kartik will conduct evaluations and 3rd party communications. This really helped us achieve lot more than what we originally anticipated and completed our project before time.

Unless a solid current state with pictorial representation exists, we unanimously decided it would be hard to understand all the issues in place. So, a good current state analysis was required.Delving into the details of the current state, problem areas can easily be identified and an integrated solution towards future state can be recommended.

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U4C Programs Career Development

Enrollment

Training

Assessment

Send out brochuresTrack membership infoInput training session infoInput training session infoRequest certificate

Sign in

Fill in survey/evaluationEnroll in training sessionsRecord attendance

Record attendance

Track assessment results

Conduct assessment with ERS data system

Track service requests

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This is the current state of one of the Key programs. This exercise was done for all the programs. However, in the interest of time only two programs that pique your interest were shown. Rest are in the appendix for your kind perusal.

The idea here is to outline one of the problem areas. As it is clearly visible, there are a number of data gathering points which are totally dislocated from their primary information gathering database.These data gathering through Excel, Word and Paper needs to be re-keyed into the software tool. At times, there is no provision to do this and so many times, this results in secondary storage and unstructured storage that is difficult to gather statistics or even report on.8

Reporting

Financial data / invoiceProgress Update

U4C Programs Road to QualityEnrollmentPre-Training

Post-training

Input training session infoInput training session infoRequest certificate

SurveysRecord attendance

Record attendance

Selection via partner organizations

Track attendance and progress

Selection done by

Done by ARCHS

Progress Update

Done by ARCHS

Organization BackgroundProblem DefinitionMethodologyCurrent StateAnalysisRecommendations

This is a view of the second program which outlines atleast three data gathering points that are important to assess the health of this program.

Surveys are sent out using many different tools and often these are related to the same master data. But it is hard to compile these together unless a manual effort is conducted.9

ANALYSIS Areas for Improvement10

As we analyzed the current state, several problem areas came to light. Keys ones are outlined above but many of the others are provided below for reference.Manually building reportsStatistics through eyeballingTechnically ChallengedUnderstanding of the capabilities of the primary toolAlignment of business processes to IT applicationprocessesIntegration between internal and external applications

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ANALYSIS : FUNCTION PROGRAM11

Functionality \ProgramsCareer DevelopmentEarly Childhood Learning CenterSocial Emotional Early ChildhoodHealthy NutritionInclusion ServicesPrograms Achieving qualityRoad to QualityStrengthening FamiliesMembership management XXXXXXXXIndividual OrganizationDonor ManagementXXXXXXXXGrantsreport to DonorEvent ManagementXXXXXXXregistrationPaymentsEvents schedule/CalendarIntegration with MO CalendarSurveyXXXXXXXTeaching Curriculum managementsXXXXXXXCourse managementAssessmentsAdvertise/CampainsXXXXXXXReportsXXXXXXXXFianance XXXXXXXX

Once the focus was shifted by our team from trying to come up with a build solution to a buy solution, we decided to identify the out-of-box functions that are specifically used by U4C.Latest BPM (Business P