protected document: for distribution only to active vibha volunteers vibha q3/q4 quarterly review...
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Protected Document: For Distribution only to ACTIVE Vibha Volunteers
Vibha
Q3/Q4
Quarterly Review and Planning Meeting
Protected Document: For Distribution only to ACTIVE Vibha Volunteers
Q3
Unleashing Trapped Profitability
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Vibha – Q3 Snapshot
Financials – Close to Plan, though a little short– Direct cash flow remains same– Event based cash flow moderate
Activity– Vibha Walk 2003– Local AC activity picked up, below plan
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Vibha – Q3 Snapshot
Volunteers – Small Growth– Significant amount of “inbound” volunteering– “Outbound” recruitment low
Patrons– 4% drop in HTG Patrons– Direct to office transactions at same level
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Vibha – Projects Snapshot
Project Selection/Evaluation– Two US projects evaluated and supported for
Walk 2003• Atlanta Day Shelter• Austin Child Shelter
– Two new India projects evaluated and supported
• Jan Madhyam• Rajasthan Mahila Kalyan Mandal
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Vibha – Projects Snapshot
Projects Monitoring– Monitoring organizations short listed– Interview process underway to get Vibha’s
first “Fellow”– Half yearly reviews completed for three
projects– Project Visits for three projects
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Vibha – Fundraising, Programs and Products Snapshot
Products– Walk T-Shirt Design/Distribution (Atlanta)– Vibha Cards and Calendars ordered from
Concern India Foundation after due diligence– Vibha T-Shirts distributed to some ACs
ADP– Advait Kulkarni (Houston) is the new lead– ADP Back-end streamlining activity
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Vibha – Fundraising, Programs and Products Snapshot
Event support– Renewed Event Insurance– Reviewed/Approved budgets for various AC
events
Walk 2003– Walks completed in ATL, DFW, BA– ZeeTV advertorial of MPI project (Bay Area)– Walk / Generic Banners– Pledge/Registration support (IT team)
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Vibha – Administrative Snapshot
Office– Office Move to Bay Area– New Manager, Vibha: Meena Jariwala,
[email protected]– Office tasks identified and requirement for a part-time
employee defined• Day time support to reduce• Streamlining of accounting processes• Cycle Time Reduction for Seed Money/Reimbursements and
Receipting
– 75%+ reduction in payroll costs– 80% reduction in infrastructure expenses
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Vibha – Administrative Snapshot
Support Services– Event Insurance process streamlined
(Fundraising Team)– Bank of America National Deposit Account
• Specific details/policies/practices to be rolled out in Q4 for impact in 2004
• Expected time savings of five business days per transaction = CTR for receipting, reimbursements
• Expected direct cost savings of $10 per transaction• Expected indirect cost savings of one employee
work hour per transaction
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Vibha – Q3 AC Activity Snapshot
Congratulations to the following ACs on renewing local activities:
Michigan
Minnesota
New Jersey
Sacramento
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Vibha – Q3 AC Activity Snapshot
• Vibha Walk 2003 – Atlanta, Bay Area ($18k), Dallas (Austin in Q4)
• Cricket – New Jersey (128 players, $3500)• Brunch – Minnesota ($700)• Dandia – BA ($17k and counting), Sacramento,
Philadelphia• Concerts – BA (Shakti - $2.6k, Zingaris - $4k)• Cultural Festival – MI ($700)• T-Shirt Sales – NJ (28)
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Vibha – Q3 AC Activity Snapshot
Booths – BA
Penny Drive – Houston
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Q4
Reviving Patron Interest
To accomplish great things, we must not only act but also dream, not only plan but also believe. - Anatole France
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Vibha – Q4 Activity Plan
Vibha Walk 2003 – Austin
Dandia – San Francisco
Bowlathon – Minnesota, New Jersey
Children’s Day – Dallas
Concert – Cleveland
Diwali Mela - Sacramento
Vibha Products – ALL ACTION CENTERS!!!
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Vibha – Q4 Fundraising, Programs & Products Snapshot
Event Support– Vibha Walk 2003 (Austin)– Receipting for Vibha Walk 2003– Walk and other events closure process documentation– Create/Document Event Finance Process (with office)– Account closure for all events this year (with office)– Evaluation/Plan for Thillana Concert and Heritage India
Festival
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Vibha – Q4 Fundraising, Programs & Products Plan
Products and Programs– HTG-ADP transfer from NJ to Bay Area– Address/Contact update for programs– Products Distribution and Support– Process for Products Accounting– Products Website– Work with office on specific grants/foundations– Auto donation program– Content for “Contribute” section of www.vibha.org
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Vibha – Q4 Project Support Plan
• Finalize 2004 Project Support Budget• Project Funds Disbursal Process• Complete Project Reviews• Setting up Vibha Project Monitoring mechanism /
infrastructure• Publish detailed Project Reports, Project Visit
Reports, Progress Reports• Evaluating Material Support for Projects
– Learning Material for MPI (Bay Area)– Vitamin Supply for Verala (Atlanta)
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Vibha – Q4 Volunteer Relations Plan
• Volunteer Email to commemorate 12th anniversary of 501 (c) (3) status
• Oct/Nov Newsletter, Annual Newsletter
• National Teams Staffing Plan / Execution for 2004 including website update
• Inbound Volunteers – Utilization and Allocation
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Vibha – Q4 Easy Activity to Renew Patron Interest
• Register with local United Way Campaigns– Easy Revenues for Vibha, especially year end tax
savings revenues
• Booths at Grocery Stores, Restaurants, Events– Renew Vibha visibility to the patron
• Print Vibha Brochures / ADP Sign Up sheets and position them at Grocery Store counters, Office/Other Bulletin Boards etc– Increase Patron participation in Vibha Project Funding
and benefit from tax savings
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Vibha - Plan 2004
A Brighter Future For Children
Before everything else, getting ready is the secret of success.-Henry Ford
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Vibha – Plan 2004A Brighter Future For Children
• The Elements of Plan 2004– Project Funding Goals
• Project Monitoring Goals• Fundraising Targets• Action Center Growth Targets• Volunteer Growth (Recruitment / Retention) Targets• Marketing Support• IT Support Team Goals / Targets• Administrative Infrastructure • Action Center Goals/Targets
Note: This is currently a wish list, actual plan will be defined in Dec’03
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Vibha – Plan 2004A Brighter Future For Children
• The Elements of Plan 2004– Fundraising Targets
• To be reflective of Project Funding Target for 2004, 2005• To be driven bottom-up from event, program and product goals
– Action Center Growth Targets• Internal to Action Centers: Action Centers will have to identify
scalable growth opportunities and execute• External to Action Centers: Volunteer Relations Team will have to
identify and develop new Action Centers to aid project support goals
– Volunteer Growth (Recruitment / Retention) Targets• Action Centers will have to plan and recruit new volunteers to support
their goals• Volunteer Relations will have to plan and recruit new volunteers to
support national (support) team requirements
Note: This is currently a wish list, actual plan will be defined in Dec’03
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Vibha – Plan 2004A Brighter Future For Children
• The Elements of Plan 2004– Marketing Support
• Website Content Development, Brochure Revision to support Inbound Activity
• Marketing Collateral, PoP Material to support National and AC Events
• Critical Success Factor: Staffing– Action Center Goals/Targets
• Action Center Plans to Feed into Fundraising Plans• Walk 2004, Products, HTG-ADP, Local Event Seed Money to
be actively supported by Fundraising team• Action Center Volunteer Recruitment Process to be supported
by Volunteer Relations Team (infrastructure and capability support)
• Volunteer Training Sessions to achieve goals
Note: This is currently a wish list, actual plan will be defined in Dec’03
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Vibha – Plan 2004A Brighter Future For Children
• The Elements of Plan 2004– IT Support Team Goals / Targets
• IT Infrastructure to be made user / program friendly• Website to achieve “revenue generator” classification• Website to build Vibha Brand
– Administrative Infrastructure • Receipting, seed money transfer, reimbursements to
be made patron/volunteer friendly• Registration with Foundations etc to enable regular
stream of cash flow
Note: This is currently a wish list, actual plan will be defined in Dec’03
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Vibha – Plan 2004A Brighter Future For Children
• Plan 2004 Calendar– High Level Project Support Goals ($$) for 2004, 2005: Projects
Team, Nov 5, 2003 (Published to ACC)– High Level Fundraising Goals ($$) for 2004 with basic event
support plan, Nov 15, 2003– Action Centers to come up with individual calendar of events
(preliminary) and $$ goals, turn it in to Volunteer Relations, Nov 15, 2003
– Exec Team to work on linking all three individual plans to arrive at a common goal and plan
– Exec Team to work on Activity Support Plans (Individual Functional Directors) to ensure Plan Execution, Nov 30, 2003
– Volunteer Relations Team to work with Individual ACs, Exec, Office and other National Teams to Finalize Plan, Dec 25, 2003
– Vibha Plan 2004 Published, Dec 31, 2003
Note: This is the targeted calendar, modifications are possible