Welcome

Please work on developing your posters!

BUDGET DISCLAIMER

The cost of this event and Gulick related travel is being funded with a grant specifically for Gulick.

Introductions

Select representative from your Team to introduce you and your team!

That ball Is a dud!

Ground Rules

• Participate• Ask Questions• Make Yourself Comfortable• Commit Yourself to Change• Turn off Cell Phones• We have great people!

The Gulick Project

A three year collaborative with 20 other YMCA’s

to test this process and to develop the

best philosophy.

Named after Luther Gulick…

(Inventor of the Triangle)

The Gulick Project

The Pat Jones and Child Care Branch

participated in the collaborative to

GREAT SUCCESS!

We now have the honor of taking what we have learned to the rest of our association.

The Gulick Project

We didn’t have to!

We chose to because of our purpose and to use the framework in all that we do.

The Gulick Project has been renamed to the

R.O.L.E Project!

“this is how we r.o.l.e.”

The R.O.L.E. Project

Running

Over

Less

Experienced

The R.O.L.E. Project

opeRating

withOut

reLying on

taxpayErs

The Gulick Project is now….

The R.O.L.E. Project

Recreating

Our

Lifestyle

Environments

Purpose of the next two days…

• Our R.O.L.E…• Overview of Change Package• Importance of Data• Review Lessons Learned• Listen First• Team Time to begin Process

Sorry Tony!

Posters

Tell us the story of your poster?

YMCA of the USA – National Initiative

• Katherine Delage YMCA of the USA

Gulick Project Coordinator

In a nut shell…

You will take the information you receive and use that as a starting point in deliberately working to make our operations better. You will do that through a transparent process of analysis and self learning.

The R.O.L.E. Project Charter

Gives you authority and organizational support!

The R.O.L.E. Project Change Package

We have TWO Change Packages

1. From the YMCA of the USA

2. Ozarks Regional YMCA Addendum

Change Package• Information based on learning’s and best known

theory.

• Focus on four areas. 1. Engagement, Connectedness, Community2. Program’s, Activities, and Clubs3. Improving Total Well-Being4. The Way We Work

Engagement, Connectedness, Community

Developing a relationship-based YMCA. We must deliberately hold a deep understanding of human interaction. Understanding peoples needs, attitudes and insecurities. It is about engaging people on their level and not ours. It is about connecting people to others and not leaving them to fend for themselves. It is about developing a sense of community. Making the YMCA part of their social lives and not a place of isolation. We will hold a fundamental focus on engagement, connectedness and building small communities throughout all areas of our Y. Membership, programs, volunteering etc.

Program’s, Activities, and Clubs

Developing programs and services that respond to the needs our constituency. Identifying the target market for each program and utilizing their feedback to design that program. We will listen to our members as opposed to assuming what they want. We will design opportunities for their participation, provide activities to facilitate their engagement, connections, and sense of communities. We will not make assumptions as to the purpose of our existing activities. We will make decisions based on data collection and realize that other community agencies may be better suited to offer programs within our operations.

Program’s, Activities, and Clubs

Pre-Work Program Narrative Reports

Improving Total Well-Being

The environment in which the YMCA works - within YMCA facilities, in the schools and other locations where programs and activities take place, and in the neighborhood and larger community - can either support or undermine healthy lifestyles and an individual’s well-being. An important component of the change package is to work hard to make sure that where ever possible the environment includes an abundance of healthy options that support people making healthy choices as well as ensure psychological safety of all participants.

The Way We Work

There are three components of the Gulick Project that encompass the way we work. They are listen first technique, utilization of member-volunteers, and learning from our work. Listen first skills allow us to listen to our members more effectually and empathetically. Utilization of member-volunteers allows the development of a sense of community by engaging members to volunteer.

Gaps between where we are and where we need to be.

Change Package Identifies Gaps in each of those four keys areas.

Gaps

1. We need to determine who we are serving.

2. We need to make decisions based on feedback or from data.

3. We need to really listen to our participants.

4. We need to provide healthier environments; both physically and emotionally.

5. We need to utilize volunteers in our programs.

BREAK

PDSA Session

Janel Metsker and Ashley DeWitt – Child Care

Casey Holck and Steve Hewitt - Jones

PDSA Worksheet• PLAN

– What is my objective?– What do I want to learn, discover, or find out?– What predictions do I have?– What data can I collect to measure this?– Why do I want to know this?– How am I going to find this out?

• Who?• What?• Where?• When?

PDSA Worksheet Continued…• DO

– What happened?

– Collect and document data.

PDSA Worksheet Continued…• STUDY

– What did I find out?

– Describe any successes, problems or unexpected observations with the plan.

– What are my thoughts about the results I found?

– How close was I to my predictions?

PDSA Worksheet Continued….• ACT

– Based on my findings, what will I do next?– Possibilities:

• Run another test cycle because I didn’t get what I needed• Run another test cycle because I got what I needed but I

want to confirm the results• Test cycle and/or test series complete and I am ready to

implement• Maybe my objective isn’t the focus I wanted after all and my

new focus will be…

– Why did I choose this for the next PDSA?

SAMPLE PDSA: YTRACKS at Summer OdysseyPLAN• What is my objective? My objective is to find out if kids

will participate in a walking club at one of our Summer Odyssey sites.

• What do I want to learn? I want to learn how many kids will participate when offered every Tuesday and Thursday at 8am.

• What predictions do I have? I predict that we will have 10-15 kids in the walking club on average daily.

PLAN continued…• What data can I collect to measure this? I am

going to have kids sign in every morning, allowing whoever is interested each morning to join the club. I will check the YTRACKS participant sheet to evaluate participation levels in this activity.

• Why do I want to know this? I would like to know we have enough kids that are interested in the club to offer it this often.

PLAN continued…• How am I going to find this out? I am going to find this

out by observing daily the YTRACKS participant sheets that the kids sign-in on. I can then determine the number of kids participating and how often they participate.

• Who? Janel Metsker, Program Director• What? Tracking the number of kids that are participating

in the walking club • Where? Jeffries Summer Odyssey, Ozarks Regional

YMCA• When? June 13-22, 2006

DO• What happened? Janel Metsker, Program Director,

went to Jeffries Summer Odyssey to find out how many kids would participate in the walking club. I allowed kids to choose each day whether or not they would want to participate.

• Data collected? – Jeffries Summer Odyssey typically has 40-45 kids that are

available to participate at 8am on Tuesdays and Thursdays.

– YTRACKS participant sheets

STUDY• What did I find out? I had 32 kids participate on

the first day, 19 kids the second day, 22 kids the third day, and 30 kids the fourth day.

• Describe any successes, problems or unexpected observations. There were many more kids interested in the program than I originally anticipated. I only brought 30 pedometers the first day, so 2 kids chose to walk anyway without their pedometer the first day.

STUDY continued…• What are my thoughts about the results I found? I

was very encouraged that so many kids were interested in an early morning walking club. This was scheduled during their free time in the morning, so they may be more interested because it was something new to do and they could be outside. They loved the pedometers. More kids joined us when they saw us passing out pedometers before the walk began.

• How close was I to my predictions? I predicted a much smaller group for this club.

ACT• Next Step: I will evaluate our start and ending transition

to make the program run smoother. We took too much time with writing down all their names and then taking their pedometer readings at the end.

• Why did I choose this for my next step? I want this to be a fun program with less dead time to keep their attention better. I think that there will be a few ways to improve the process so kids will continue to be interested and have a good time while in the club.

GREATEST INSIGHT/PERSONAL LEARNING

• Kids have a great attitude about walking. • Adding the pedometers makes it more fun for

the kids to challenge themselves and work towards goals.

Listen First• Introduction to Listen First• Traditional Tour• Interview/Tour• Level I vs. Level II Listening• Practice Level I and Level II Listening

LUNCH BREAK…YEAH!

Trivia Question

Data Philosophy and Logistics

Julie Dudley – Director, Information and Technology

Data Philosophy and Logistics

If you don’t enter date correctly or

take data serious this is what happens……..

I bet you didn’t know this but . . .

•DATA IS COOL!

What’s so cool about it?

We began tracking new member information codes in March 2006.

We’ve already learned some interesting things!

Things we’ve learned

36% of new join members consider themselves a start/stopper

30% consider themselves a regular exerciser

17% consider themselves a non-exerciser

Things we’ve learned

That’s a total of 53% who are not regular exercisers

More classes should be offered for the beginners.

Things we’ve learned

• Health Issues:• 23% of the new join members that answered the

question listed a specific health issue. The top answers were:

– Arthritis– Asthma– Diabetes

Things we’ve learned

• Hobbies175 people are interested in computers

160 people are interested in walking, jogging or running

110 people are interested in cooking

Good information to begin clubs or classes!

Things we’ve learned

• Interests:51% listed an interest in weight training when

joining

8% listed an interest in swimming

6% listed an interest in 1 on 1 training

Things we’ve learned

Where heard:

38% of all new joins heard about the Y from a friend.

So, what can we do with this cool data?• Offer more classes for beginners• Work with local health institutes based on the

health issues of our members • Begin new clubs, classes, or special events

geared toward people with similar interests and hobbies

• Market our programs based on hobbies and interests

How can we use technology as a tool?• Surveys:

– New member join survey

– 45 days after joining

– Exit survey for cancellations

– Program participant survey

– Staff satisfaction survey

– New program questionnaire

How else can we use technology as a tool?• Keep in contact:

– Mailing list

– Post card

– Phone call

– Birthday cards

– Email

– Conference call

Anything else?

• Software:– Customized fields to track the information you

need to know

– Pull reports and files based on any field

– Cash, program, and membership history reports

– Retention reports

– Staff website

What else should we do?

• Make sure to collect email addresses of all members and program participants that you can!

In the past 6 months, we’ve collected email addresses of:

21% of all program participants

38% of all new members

Anything else we should do?• Try to think how you can use technology to

improve your program areas• Contact Julie or Andy if you would like new

tracking fields added, new surveys, or instructions on how to pull information

• Make sure to be consistent when entering data• Encourage members and program participants to

complete surveys and questionnaires

How do we know it’s working?

• Member satisfaction survey results• Talk to the Jones branch about tour vs. interviews• Increased retention of health seekers • Member attitude and visits• Watch the Silver Sneaker groups

What we hope to learn

• Conclusive proof of who our members really are, what they are looking for in a YMCA and how we can make ours the best it can be!

Posting PDSA’s

To enter a new PDSA click New Topic.All PDSA's must be entered in the following

format:Your nameYour email addressYour department and branch in the subject line

Posting PDSA’s

PLAN:  What is my objective?  What do I want to learn?  What data can I collect to measure this?  Why do I want to know this?  How am I going to find this out?  Who?  What?  Where?  When?

Posting PDSA’sDO:  What happened?

STUDY:  What did I find out?  Describe any

successes, problems, or unexpected observations.

Posting PDSA’sACT:  Next Step:  Why did I choose this for my

next step?

  What was my greatest insight or personal learning?

Viewing others PDSA’s

• From the same web page, you can also search and view others PDSA’s.

Posting PDSA’s

www.orymcastaff.org

BREAK

What Have We Learned?

Split into Two Groups

Adult – Casey Holck

Youth – Ashley DeWitt

Team Time

For the next 30 minutes… PDSA Practice.

What do you want to test when you get back?

Closing

What are you thinking?

Tomorrow: 8:45 am Start. Ends at 4:45 pm

Welcome Back

Today…

Listen First

TEAM TIME, TEAM TIME, TEAM TIME

Expectations for AP1

Listen First

The Jones Crew… “Can you keep up?”

Listen First• Introduction to Listen First• Traditional Tour• Interview/Tour• Level I vs. Level II Listening• Practice Level I and Level II Listening

Team ExpectationsMaking it the way we work.

Follow Through

Recognition of the Process…Put yourself out there!

Role of the Branch Executives…Facilitators only!

Maintain Discipline

Be Reasonable with Yourself

ACTIVITY – Ashley DeWitt

BREAK

BRANCH TIME#1 - Engagement, Connectedness, Community.

Discuss what are your branch gaps.

30 - minutes

BRANCH TIME#2 – Program’s, Activities, and Club’s

Discuss what are your branch gaps.

30 - minutes

LUNCH

Trivia Question

BRANCH TIME#3 – Total Well-Being

Discuss what are your branch gaps.

30 - minutes

BRANCH TIME#4 – The Way We Work

Discuss what are your branch gaps.

30 - minutes

Action Period One Expectations

Action Period 1 - Expectations• Teams will post a minimum of 2 PDSA’s a month.• Team Leaders will submit monthly progress reports.• Focus on Engagement.• Have a plan for follow up from meetings.• Have a measurement strategy.• Progress towards goal is secondary to process.• Conference calls.

BREAK

                                   

American    National    East Central West Wild Card

Team W L PCT GB

Minnesota 96 66 .593 -

Detroit 95 67 .586 1.0

Chi White Sox 90 72 .556 6.0

Cleveland 78 84 .481 18.0

Kansas City 62 100 .383 34.0

Goals and Aims

BRANCH___________________________ TEAM____________________________

Gap #1 - Engagement, Connections, and Communities AP1 Goal

Self Rating of Engagement by participant/parent of a 4 on a 1 to 5 scale.Improve Retention Rate by 4%Conduct Interviews of 80% of prospects.

PLAN OF ACTION - Action Period 1

What are your first steps Who When

Goals and Aims

BRANCH___________________________ TEAM____________________________

Gap #2 - Programs, Activities, and Clubs AP1 Goal

Overall Satisfaction Rating of Excellent on Program/Member Surveys - 4.5

Overall Satisfaction Rating of Excellent on Willingness to recommend to others - 4.5

PLAN OF ACTION - Action Period 1

What are your first steps Who When

BRANCH___________________________ TEAM____________________________

Gap #3 - Improving Total Well Being AP1 Goal

Average Rating on Environmental Assessment - 4Average Rating on Staff Survey Score - Increase from baseline of 1.5

PLAN OF ACTION - Action Period 1

What are your first steps Who When

BRANCH___________________________ TEAM____________________________

Gap # 4 - The Way We Work AP1 Goal

Program Survey Return Rate of 80%Collection of Data of 100% of Prospects

PLAN OF ACTION - Action Period 1

What are your first steps Who When

CLOSING

Future Steps

Resources

“This is how we R.O.L.E.”