ALAY NI IGNACIO

PlEvFormSemPlanning, Evaluation and Formation Seminar

2014

PlEvFormSem stands for Planning, Evaluation, and Formation Seminar. It is a 3-day out-of-town event where we - the top members of ANI, the Core -discuss about the organization’s accomplishments, difficulties, targets and future projects. It is conducted twice every year: one during the transition period to a new school year (usually during summer), and another one during the middle of the school year (usually during semestralbreak).

PlEvFormSem is also a time for us to bond and have fun with our fellow core members in order to develop a more harmonious team dynamics founded in friendship and camaraderie.

As we will see later, the 3-day seminar is packed with so many activities. It is

important that all ANI core members are well-prepared before going to the seminar. This primer will guide you in

the preparations needed for the seminar. Read this primer carefully and don’t forget to accomplish the things

you need to do before coming to PlEvFormSem!

About the Primer

The Midyear PlEvFormSem for SY 2014-2015 will be on November 7-9, 2014 and will be held at Berea Arts and

Sciences High School in Cainta, Rizal.

Midyear PlEvFormSem

Schedule

Day 1: November 7

Time Activity

8:00 AM Meet Up in Ateneo (Pathways Office, CCS Building, near ISO)

10:30 AM Arrival at Berea | Settling Down

11:00 AM House Rules and Expectation Setting

12:00 NN Lunch

1:00 PM Formation/Group Activity 1

1:30 PM Overview of the First Semester

2:00 PM Presentation (1st Semester Unit LevelEvaluation)

4:00 PM Discussion (Personal-Level Evaluation)

5:00 PM Discussion (Organizational-Level Evaluations)

7:00 PM Dinner

8:00 PM Formation/Group Activity 2

10:00 PM End of Day 1

12:00 AM Lights Out

Day 2: November 8

Time Activity

6:00 AM Wake Up Call

7:00 AM Morning Exercise

7:30 AM Breakfast

8:30 AM Buffer Time (Unfinished Day 1 Activities)

9:00 AM Discussion (Organizational-LevelPlans)

12:00 PM Lunch

1:00 PM Formation/Group Activity 3

2:00 PM Discussion (Unit-Level Plans)

4:00 PM Calendaring

5:00 PM Formation/Group Activity 4

7:00 PM Dinner

8:00 PM Discussion (Personal-Level Plans)

10:00 PM End of Day 2

12:00 AM Lights Out

Day 3: November 9

Time Activity

6:00 AM Wake Up Call

7:00 AM Morning Exercise

7:30 AM Breakfast

8:30 AM Buffer Time/Recap (Unfinished Day 2

Activities)

9:00 AM Ideal ANI Member

Time Activity

12:00 PM Lunch

1:00 PM Formation/Group Activity 5

2:00 PM Pack-Up

3:00 PM Departure from Berea

5:00 PM Arrival at Ateneo

Change of Clothes Jacket Slippers Medication (if needed) Beddings* Hygiene Kit (Towels, Shampoo,

Soap, toothbrush, etc.) Necessary Gadgets (Cellphone and

charger, Laptop, etc.) Notebook and Ballpen Playing Cards or Board Games Tumblers, Baunan and Utensils Pocket Money

*Note that we’ll be sleeping in classrooms.

List of Things to Bring!

EvaluationThe first part of the seminar is about evaluating the organization’s performance during the first semester. Before the start of the school year, the Executive Board has set the general goals that it wants ANI to attain at the end of the year. The EB has also crafted several systems to ensure a smooth running of all our programs. Of course, your respective units have also set some targets and you have agreed upon some internal procedures that you, among yourselves, must follow. Also, in your projects, you have stated several things that you want to achieve. During this part we will examine the status of all those goals – whether these were achieved or not – and we will also see how effective all those systems have been – whether these really helped us or not.

Evaluation will be done on three levels: organizational, unit-specific, and personal level. On each of these levels, we will use the SWOT Analysis as a framework for evaluation.

In doing a SWOT analysis, we look into the organization’s strengths, weaknesses, opportunities and threats. It is important to note that strengths and weaknesses are internal to the group that you are evaluation and that opportunities and threats are external. Say if you are evaluating your unit, then the other units are considered as external.

For further information, read through Reading on SWOT Analysis.doc found in this link -http://bit.ly/ANIPlEvForm14PrimerAttachments .

As a Unit

Deliverable #1Discuss and prepare an evaluation of your unit’s events/ projects/ efforts that occurred during the first semester. This includes events such as ANI’s 14 Year Anniversary Celebration; projects/ programs such as mentoring and praxis; and efforts such as crafting of the volunteer formation program or creation of a code of financial procedures.

Use the attachment unit evaluation.pptx as template. Rename the file as [your unit] evaluation.pptx. This part will be presented during the PlEvFormSem. Assign one or two persons from your unit to present.

Deliverable #2

Discuss as a unit and prepare a SWOT analysis of your unit using the first 3S of the 7S model. Guide questions are included in the unit evaluation.pptx template. For more information about the 7S model, read through the attachment The Seven S Model_for ANI SWOT_Org level.doc.

This part will be presented together with the first deliverable. Assign one or two persons from your unit to present.

Individually

Deliverable #3

Read through the attachment The Seven S Model_for ANI SWOT_Org level.doc. Ponder on the questions given for Shared Values, Style, Staff and Skills.

Accomplish the worksheet 4S_SWOT.doc as you evaluate your roles within your unit and within the organization in general.

Evaluation Deliverables

Planning

After looking back on how the first semester has been for our organization, now we need to look ahead. The second part of the seminar is all about planning. On this part, we will need to bring along with us all the learnings that came out during the evaluation. We will think of all the challenges that the organization will face in the days to come, and we will have to come up with strategies that can successfully direct us to the attainment of our goals.

Just like in evaluation part, planning will also be done on organizational, unit-specific, and personal levels. SWOT Analysis will still be very important in this part, because it will help us in creating options that we can pursue in order to “win.”

As a Unit

Deliverable #4

Individually

Discuss your plans for your upcoming projects/efforts. Accomplish the following portions of the project proposal form* for EACH of your upcoming projects/ events/ programs:

Basic Project Information Audience Nature of Project/ Activity Description of the Project/ Activity Rationale of the Project/ Activity

*no need to answer the portions not stated above, but it will greatly help your unit if you fully accomplish the form.

In preparation for our planning phase, read about the TOWS Strategic Alternatives Matrix found in the The Seven S Model_for ANI SWOT_Org level.doc.

Planning Deliverables

The third part of the seminar does not really go last on our schedule. It is actually interspersed on the entire duration of the seminar. Formation activities are intended to enhance some skills that will be very useful to a core member. It also aims to improve our team dynamics by anchoring it on friendship and not on the I-need-to-cooperate-with-you-because-we-need-to-finish-this-project kind of thinking.

Formation

The Volunteer Care unit aims to have a comprehensive program for the members/volunteers. This program will integrate all the activities that the members/volunteers will undergo, all towards the achievement of the mission and vision of ANI.

To do this, VC needs your unit’s help in answering this question: “What are the characteristics and competencies of an ideal ANI member for your unit?” Type in your answers and save it with the filename [unit]_idealmember.doc

Deliverable #5

Reflect on what do you think should be the characteristics/ competencies of an ideal ANI member (in general).

As a Unit

Individually

Formation Deliverable

Deliverables ChecklistAll deliverables must be uploaded in our Google Drive: Alay Ni Ignacio 2014-2015> Core Group> Mid-Year Planning, Evaluation and Formation Seminar> Deliverables on or before November 2, 11:59PM.

[ ] Upload [your unit] evaluation.pptx in the Unit Evaluation PPT folder.

[ ] Accomplish 4S_SWOT.doc and email it to denzdelvillar@gmail.com and macruz@ateneo.edu.

[ ] Upload your project proposals and upload in your respective folders in the Unit Project Proposals folder.

[ ] Read about the TOWS Strategic Alternatives Matrix.

[ ] Upload [unit]_idealmember.doc in the Unit Ideal Member folder.

[ ] Reflect on what do you think should be the characteristics/ competencies of an ideal ANI member (in general).

ALAY NI IGNACIOLeading Their Way To Lead