how to prioritize grants in a corporate social responsibility program
TRANSCRIPT
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How to Prioritize a CSR Grant Portfolio
Using The Conteneo Decision Engine
Version 1.0
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Let’s Prioritize Our GrantsWhat do you have? A set of great grant ideas that probably cost more than your
budget. You need to prioritize!
What do you want? A way to select the grants you’re going to fund that is engaging and helps your team build consensus.
How will you do this? This deck will show you how! Here is an overview:
1) You will load your grants into the Conteneo Engine. 2) You will conduct forums with stakeholders.
A forum is an online session in which 4 to 8 stakeholders work together for about one hour to prioritize a set of grants using available funds.
3) The results of the forums will reveal your priorities!
The end of this file contains a one page overview of the frameworks that you can distribute as a reference to participants.
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If You’re Into Agile…
As a Volunteer in the Adobe CSR team
I want to engage my fellow employees in selectingthe grants we want to fund
so that we can fund the grants we feel serve ourcommunity the best!
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Agenda
• The Conteneo Decision Engine• Preparing Your Grant Portfolio• Creating Your Conteneo Decision Engine Account• Uploading Your Grant Portfolio• Scheduling a Single Forum• Facilitating a Forum• Analyzing Results• Scheduling a Large Number of Forums• Managing a Large Number of Grants• Case Studies• One Page Reference• Getting Help / FAQ
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The Conteneo Decision Engine
This section provides an overview of the Conteneo Decision Engine and how it
supports participatory budgeting.
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What is the Decision Engine?
The Conteneo Decision Engine is an online participatory budgeting platform.
• Common uses include:• Helping product teams prioritize feature.• Helping communities allocate city budgets.• Helping portfolio teams manage project portfolios.• Helping CSR teams determine grant recipients.
That’s what this deck is all about!
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Decision Engine Structure
1. A group of 5 to 8 participants is given a list of up to 20 grants and the available grant budget.
2. Each participant is given an equal portion of the total grant budget (e.g., if the total budget is $240K and you have 8 players, each participant is given $30K).
3. Participants work together to fund the grants they think are most deserving of funding.
Have more than 20 grants? We’ll cover that later in this presentation. For now, just focus on up to 20 grants.
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Here is How it Looks Online
A Decision Engine forum has three main sections:1. Chat area2. Participants3. Grants and bids
The rest of this deck will show you how to create your own Decision Engine Forums!
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1
2
3
More than 22 grants? Scroll down.
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Forum Results
1. …2. …3. …4. …
A list of funded grants.
The reasons behind the funding.
Feedback that shapes
and improves the
grants.
Each forum starts with the same grant data and budget and produces a unique result that you can analyze.
Forum data is stored in your account. Each forum is referenced through a unique 9-digit code.
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Preparing Your Grant Portfolio
This goal prepares your portfolio for uploading into the Decision Engine.
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Preparing Grants for Decision Engine
Name Description Benefits Price URLCool the Earth Inc.
The project consists of two elements; the Schools Program and Game for Change: Koda Quest.
Game for Change: Koda Quest will pioneer a new field of using gaming apps to bring about positive real-world action such as reducing household energy consumption, conserving resources, and encouraging civic engagement.
10,000 https://www.cooltheearth.org/
Edgewood Center for Children and Families
Edgewood serves vulnerable children and youth up to the age of 25 and their families, many of whom are members of San Francisco's most deeply marginalized communities.
Every Thursday the agency's Food Bank distributes 70 boxes of food, including 20 home deliveries to caregivers who face various challenges. Edgewood also offers a bimonthly "Eating Well for Healthy Living" group in which caregivers learn how to prepare the food they have just received. Recipes and health information are included in the food boxes and soup is often served.
20,000 http://www.edgewood.org/
Using the example Excel file, prepare your grant portfolio for uploading into Decision Engine. Uploading your data creates a Decision Engine framework!
Short names work best.
What is the program?
Who does it benefit? How?
What is the funding level?
Where can I learn more?
Don’t change the headers – Decision Engine uses them in
the import process ;-).
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Creating Your Decision Engine Account
Decision Engine accounts are required for Facilitators.
Decision Engine accounts are NOT required for Participants.
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Creating Your Account
1. Goto: https://innovationgames.com/a/adobe.2. Enter your name and adobe.com email address.3. The system will send you a confirmation email. 4. Click on the link in the confirmation email to set
your password.
You’re all set! Now let’s show you how to use the system!
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Folders and the Project Organizer
FoldersThese contain frameworks and forum results.
Framework Details Your uploaded grant data will become a framework!
Forum ResultsEach forum you create will have a unique 9-digit code.
Frameworks
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My Forums & Community ForumsThe My Forums tab shows the frameworks and forums you have created. You can filter by Private Forums or Public Forums (these are frameworks and forums you’ve shared).
The Community tab shows the collaboration artifacts other users have created. You can filter by “All Forums” in the system (a lot!) or just the Forums You’ve Run.
You will not be using Community Frameworks or Forums in this project
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The Special My Forums Folder
My Forums is a system defined folder. It cannot be deleted.
It provides a convenient starting place to store collaboration artifacts.
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Other Parts of User InterfaceHopefully, these do what you expect!
Shows your certification belt status.
How to manage your account, change your
avatar, manage passwords, etc.
Provides immediate access to a library of pre-configured visual collaboration frameworks.
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Task: Upload Your Avatar Photo
Research has shown that participants respond better to facilitators who have smiling photos.
Take a moment now to upload a nice photo of yourself!
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Project Organizer Toolbar
View Results
Export results to Excel
Edit a framework.
Clone (Copy) a framework
Schedule a Party
Schedule a GalaDecision Engine
Only
Start selected forum
Add a new
folder
Delete a collaboration
artifact
Create a new Idea Engine or
Decision Engine
Framework
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Uploading Your Grant Portfolio
We’ll learn how to create a folder and upload your grant portfolio!
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Step 1: Create a Project FolderClick on the “New
Folder” Icon
Type in the name of your folder. We recommend something like
“Lehi CSR Grant Project”.
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Type in the name and description of your framework.
You will want to keep your framework and results private.
Specify your currency symbol and where it is placed.
You can ignore this!
Step 2: Upload Your Grant Data
Upload your Grant Portfolio.
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You’re Ready for Forums!When click “Save” you’ll be taken
back to the Project Organizer. Your framework is ready!
These are the toolbar buttons that start and schedule forums.
Click on the “Instant Start” button.This puts you immediately into a forum.
It will give you a sense of how your forum looks.
Normally, you will schedule a forum – we’ll cover that later.
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The DE Interface in More Detail!This is the forum URL you can
share with participants.
Decision Engine creates a set of “slots” that represent placeholders for
participants. Each slot gets an even portion of the total budget. Removing
unused slots will redistribute the money to the remaining participants.
By default, participants get 40% of the total cost of the items. You will change
this default in the forums you facilitate to represent your actual CSR budget.
This example is drawn from a market research project in which Conteneo asked our customers to prioritize
potential features for a future release of our software. You will see your grant portfolio here.
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Decision Engine creates a set of “slots” that represent placeholders for participants. Each slot gets an even portion of the total budget. Removing unused slots will redistribute the money to the remaining participants.
• Participants can be added to an empty slot and empty slots can be removed at any time.
• All chat is saved, both public chats to the group and whispers between participants
• Invite others by sharing the forum URL.
Details on a Forum Session
Enter chat everyone sees here
Whisper private
chats here
Funded grants are highlighted. Players can change their bids, and the funded status at any
time.
Lock the forum so others cannot join automatically
Eliminate empty participant slots and
redistribute funds
Forum ID and URL for easy
sharing
By default, participants get 40% of the total cost of the grants. You will
change this default in the forums you facilitate to represent your actual CSR
budget.
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More Information Through Tool Tips
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Participants can hover over a grant to get more
information.
Grants with hyperlinks will open a new
window.
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More Information Through the Items List
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Click on the detail tab to get a full list of all grants
within the forum.
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Scheduling a Single Forum
Think of an online forum like a dinner party: You’re the host and the participants are your guests!
Click on this icon to
schedule a forum.
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Schedule a Forum
Give your forum a unique, descriptive name that will help
you identify this particular instance
later.
Set your date/time and time zone for the scheduled start
of your forum.
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Create a Forum
If someone else is facilitating your game, then enter their information here.
Facilitators MUST have an account and this email MUST match their CCO
account’s email.
The end of this deck has some Adobe employees who
might be able to help you facilitate your forums.
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Forum Budget
You will choose the amount of budget to distribute to the participants. Remember: All participants get an equal share!
If you have an exact budget amount – like
$240,000 – type it here.
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Forum Duration
The game will run until stopped by the Facilitator or the Producer.
Yes, a game could run for weeks!
The games stop when time runs out.
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Linking to Your Forum
Make sure to copy the URL and
information to send to your participants.
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Facilitator’s Invitation
NOTE!YOU are responsible for copying and pasting the
relevant forum information into an email
or calendar invitation.
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Facilitating a Forum
A facilitated forum starts with a lobby, a place for participants to gather. You then move
participants from the lobby into the forum.
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Online Forum Facilitation Flow
Arrive early
• Join your forum lobby 10 min before scheduled start time
Greeting
• As attendees join the lobby, greet them warmly. Create an atmosphere that is conversational
Explain
• Use the lobby script to prepare participants and provide last minute information
Start
• Click the start button at the top right. Not all participants need to be present, a slot will be reserved for late-comers
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Online Forum Facilitation Process
Facilitate
• Use your skills to facilitate your forum.
• Copy/paste suggested chat from facilitator guide when helpful
• Keep track of time to ensure your forum ends on time
• Maintain neutrality• Encourage discussion
to create insights
Remove empty seats
• After 5 minutes, if late participants fail to arrive, remove their slots by clicking the X to redistribute funds to group
End Forum
• When participants have allocated their funds and feel satisfied with their bids, thank them for their participation and end the forum by clicking the End Forum button.
During your forum 00h:58m:39s
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Decision Engine - Lobby
Sections1. Chat area2. Add or change information
for the participants3. Manage participants and
available slots 4. Waiting area for additional
participants 12
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Decision Engine
• Participants can be added or empty slots eliminated at any time
• All chat is saved, both public and private
• If you want to invite others, the copy URL
Enter chat everyone sees here
Whisper private chats
here Add or edit
lobby text and instructions here
Add more player slots
here
Eject a player here
Lock the game so others cannot join
automatically
Start the Forum
Forum ID and URL for easy
sharing
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Budget Allocation
Players bid on grants they want to fund.
Emphasize that fully funded grants are ranked MUCH HIGHER than partially funded grants.
The facilitator’s job is to engage conversations that lead to insight and understanding.
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Out of Funds and Overbids
• Participants will receive warnings if they’ve spent too much money on an item (an overbid) or run out of funds.
• Participants can change bids at any time, so be sure to encourage negotiation!
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Overbidding
During the forum, participants can bid more funds than the required grant amount. Overbidding is typically a result of:
1. The participants made a “mistake” and bid more than needed.
2. The participants want to explicitly allocate more money to a grant than is needed as a means of signaling importance. This is nice, but overbidding is not allowed in this forum.
You’ll often see overbidding as a team works to share the purchase of an important grant. If you see an initiative persist in an overbid state, remind participants that overbid funds will simply not be factored into the final analysis.
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Ending a Forum
• Give people fair warning that the forum is going to end, it often results in heightened activity.
• Once all bids are in you can end the forum.
• Click on ‘End Forum’ and confirm
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Ending a forum
• You have the option to keep chatting after the game ends or simply close it.
• In general it’s good practice to keep the chat going for a few minutes so people can finish conversations and provide feedback.
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System Commands for Facilitators
Facilitators can whisper “help” to the “System” to
see a list of commands.
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System Commands
(whisper Commands to System for this list)
• list :• lists the participants
• add amount to (player)• add money to a player (add
20 to Sam)
• subtract amount from (player)
• subtract money (subtract 20 from Sam)
• addtoall (amount): • add money to all participants
(addtoall 20)
•
• subtractfromall (amount) • subtract money from all
participants (subtractfromall 20)
• stop_bid (player)• stops a player from bidding
• stop (player)• stops a player from bidding
and chatting
• drop (player)• drop player from forum and
redistribute funds
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Summary Results
To generate summary results, start by selecting your Decision Engine Framework in the Project Organizer.
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Summary Results
Select the forums you want to include in your summarized results.
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Ranking Algorithm
1. Fully purchased items rank higher than partially purchased items.
2. When items have been purchased the same number of times partial purchases (Bids) are used next.
3. If items are still tied we use the total time to last purchase to break ties: The faster an item is purchased, and the more stable it stays purchased, the higher the ranking.
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Select Summary Analysis
This was a special, zero cost item.
These items are from the Conteneo backlog. Yup – we drink our own
champagne and use Decision Engine to prioritize features for our platforms!
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Excel Download Contains Detailed ResultsThe file has a LOT of information in each tab!
FrameworkThis tab contains the content of your forum – the list of grants.
Guest ListsThe guest list for each form.
ParticipantsNames, emails and related metadata for participants.
ForumStatsVarious statistics on forums, such as number of chats.
Forum BoardA copy of the final forum board for each forum .
FinalBidsThe final bids of the participants and the bid intensity.
ChatStreamThe chat stream of each forum – including whispers.
EventsAll events from all of the forums.
Summarized ResultsWhat was funded? How many times?
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Creating a Large Number of Forums
Single forums do not provide the automation and scale to engage large numbers of stakeholders. You can easily and automatically create large numbers of forums using
a Gala!
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Scenario
Let’s say that you have 20 members of a CSR team in Seattle, WA who need to prioritize 18 grants. They have agreed to allocate one hour of time at 10:00AM in the morning. The optimal size of a single forum is 5 people, which means you need 4 forums. Since a single facilitator cannot effectively focus on 4 forums at once you’re going to use a Gala!
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Start
Gala Timing and StructureRecall that a Single Forum is scheduled for a specific time:
A Gala is scheduled for a range of time. Forums are created dynamically!
Time
Start End
Time
Facilitator
Facilitator
Facilitator
A gala may have a facilitator if a facilitator is available. If no facilitator is available the participants self-moderate their forum.
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Configuring the Gala
You will configure the Gala to start at 9:55AM
because some participants will arrive early.
time9:55 10:00 10:10
You will formally invite them by telling them
the Gala starts at 10:00AM.
You will end the Gala at 10:10AM. Remember that ending the gala does NOT
End the Forum.
The first person who clicks on the URL after 9:55AM will start a forum.
Each forum will last one hour.
The next four people will be added to this
forum. The sixth person will start a new forum.
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Scheduling a Gala
Note that a Gala runs for a set period of time.
The default is one week.
In our example, we’re going to run the gala from
9:55AM – 10:10AM.
This is the name that will appear in the project organizer.
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Participants and Facilitators
This configuration requires all participants to
authenticate with their adobe.com email address.
You’re not going to use facilitators, so you can
leave this blank.
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Gala Configuration
A gala has “room” for up to 8 participants.
A slot reserves a place for a participant.
Empty slots are dropped at a frequency you define.
Control how many times a participant can play to prevent undue influence.
Stops the gala after a specified number of participants - “Contest”.
Not needed for you.
Enter the total amount of the grant budget
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Parties and Galas in the Cloud Interface
Parties – 2 People icon
Galas– 4 People iconPull down the menu to see the Parties within the Gala
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Parties vs. GalasParty Gala
Facilitated? Yes Yes – if a facilitator is available, otherwise, No.
Scheduling Each forum is uniquely scheduled.
Each forum starts automatically as needed.
Lobby? Yes. Facilitators manage the lobby before the forum.
No. Participants are dropped into a forum if they meet guest list criteria.
Adding Participants
Facilitators add participants. Participants are added to forums if there are slots open.
Removing Slots Facilitators can remove slots when they are clear there will be no more participants.
Slots are automatically removed in unmoderated forums.
Ending the Forum Manually Timed Ending
Facilitators end the forum.Time expires.
N/A.Time Expires
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Managing a Large Number of Grants
This section describes how to handle more than 20 grants.
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Scenario
We recommend no more than 20 grants in a single forum to prevent cognitive overload.
There are times when you have more than 20 grants to prioritize. In this example you will use a tournament structure – like runners competing in a track meet.
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Example: 40 Potential Grants, Part 1
Grant 1
Grant 2
Grant 28
Grant 29
Grant 30
Step 1: Prepare your Excel file with
40 grants.
Step 2: Organize your Excel file
into 2 files, each with 20 grants.
Grant 1
Grant 20
Grant 21
Grant 40
Step 3: Upload each Excel file.
You will create 2 Frameworks.
Step 4: Create two galas, one for each framework.
Gala for Grants 1 - 20
Gala for Grants 21 - 40
Who Should Participate in the Gala?If you want to have the SAME PEOPLE see ALL of the grants then you will invite them to both galas. If you want different people to participate in the galas than you can simply share the gala URLs as you wish.
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Example: 40 Potential Grants, Part 2Step 4: Create
two galas, one for each framework.
Gala for Grants 1 - 20
Gala for Grants 21 - 40
Step 5: Take the highest ranked grants from each gala and merge them into a new Excel
spreadsheet. You should have 12-22 grants.
Gala Results for Grants 1 - 20
Gala Results for Grants 21 - 40
Grant 1
Grant 3
Grant 12
Grant 23
Grant 39
12 to 22 grants that were
funded in the first two galas.
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Example: 40 Potential Grants, Part 3
Grant 1
Grant 3
Grant 12
Grant 23
Grant 39
Final Round Grants
Step 6: Upload the final round of grants into the system.
Step 7: Run a final round gala.
Gala Results for Grants – Final Round
Step 8: Pop the champagne and
celebrate with the winning grants!
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Forums Align Teams to Leaders
Employee Priorities Key Leadership Team Project
Leadership Impact: Educate to build trust
Business Impact: 3 month reduction in implementation
46 projects120 employees
5 locations3 Tournaments
15 Forums
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Item Name Exec 1 Exec 2 BWIN-G1 BWIN-G2 BWIN-G3 BWIN-G4 Total Purchased?
Execs? Extended Team?
Mobile 1 Yes Yes Yes Yes Yes Yes 6 2 4Mobile 2 Yes Yes Yes Yes Yes Yes 6 2 4HTML LB Yes Yes Yes Yes Yes 5 2 3Poker A Yes Yes Yes Yes 4 2 2Sports A Yes Yes Yes Yes Yes 5 2 3Poker B Yes Yes Yes Yes Yes 5 2 3
Casino A Yes Yes Yes Yes Yes 5 2 3Sports B Yes Yes Yes Yes 4 1 3Casino B Yes Yes 2 0 2Casino C 0 0 0Sports C Yes 1 0 1
Phoenix Phase 1 Yes 1 0 1Phoenix Phase 2 Yes Yes Yes 3 2 1
Einstein 1b.es Yes Yes 2 1 1Einstein 1c Yes Yes 2 1 1
Einstein Phase 2 0 0 0Mobile Games A Yes Yes 2 1 1
API Yes Yes Yes 3 1 2Games D 0 0 0
Social Yes Yes Yes Yes 4 1 3Innovation 1 Yes Yes Yes Yes 4 1 3Innovation 2 Yes Yes Yes Yes 4 0 4
Forums Align Leaders to TeamsWe played two forums with executive teams.
We played four forums with the extended leader teams from three business units.
Full alignment on the top 2 items.
The execs decided to drop Phase 2…
When they saw the extended team results.
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Forums Align Teams to Each Other
Caterina i think sports needs the attention
Markus following up on haralds proposal to focus on one sports mobile initiative
Caterina they are making a lot of money for the company (and i don't work on sports) :)
Caterina i agree for the sports mobile initiative
Player Caterina Dominic Harald Markus Martin Samanta TotalsMobile Sports 2 2000 700 500 0 0 800 0 2000Mobile Ver 2.0 of Poker 1400 200 0 0 1000 200 0 1400Sports on canvas 2250 0 1500 0 500 250 0 2250Poker on Canvas 2400 0 0 2400 0 0 0 2400Phoenix Phase 2 4500 543 1457 0 500 0 2000 4500Einstein 1c 1300 1300 0 0 0 0 0 1300Create open integration layer 4000 414 0 422 1000 707 1457 4000
Note that Caterina funded a project from a
different BU!
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FAQ
• Send us your questions. We’ll get them answered and add them to our FAQ.
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Adobe Certified Collaboration Architects
Here are some Adobe Certified Collaboration Architects who can help you create and facilitate your forums:Jeff Leap Tarang Patel Andy Taylor
Alison Lutjemeyer
Need more help? You can find a global network of resources to assist you at: https://innovationgames.com/igo/ccas.
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One Page Reference Guide
This is two slides – so if you’re going to print this print it double-sided.
1 Goto the URL provided or https://innovationgames.com/game/join.
2
Enter your name, your adobe.com
email address and your forum id.
Here is how to join your forum. Your forum id is: aaa-bbb-ccc.
Enter the authorization code sent to your adobe.com email address.
Type in this code to join your forum.
The email looks like this.
80
Here is how to join your forum. Your forum id is: aaa-bbb-ccc.
ParticipantsYour name will be the leftmost column. Your portion of the budget and the amount you’ve bid are easily visible.
Chat with other
participants.
SlotsSlots are empty spaces for other participants. They will get dropped automatically if no other people show up to your forum.
BidsThis is where you make bids. Funding levels are shown in green.
TWO kinds of chat:Group: Everyone sees the chat.Whisper: Only the person you select sees the chat in the forum. Whispers are stored in the system for extended analysis.
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Conteneo, Inc.480 San Antonio Road, Suite 202Mountain View, CA 94040
Please visit us at www.conteneo.co and www.innovationgames.com!