Rare’s Management Tools: Driving Consistent Framework Through the Organization

Presentation to The Nature Conservancy 10.22.09

Note to Rare Staff: Some elements of the processes have been simplified and combined for an external audience. 1

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Note to Rare Staff: Some elements of the processes have been

simplified and combined for an external audience.

Rare At A Glance

Founded: 1972

Central office: Arlington, VA, USA

Regional offices: Indonesia, China, Mexico

Total staff globally: 62

# of countries Rare has worked in: 54

Our specialty: Social marketing to reduce threats

Method Summary: Rare trains partners to run “Pride

campaigns” that change attitudes and behaviors, provide sustainable alternatives, and help communities protect

biodiversity at the local level.

Rare is training local leaders all over the globeTraining in four languages159 campaigns launched to date

Rare’s Strategy MapThe Strategy Map Defines the Processes that Support Our Mission

Overview of the Balanced ScorecardThe Balanced Scorecard Measures Progress on the Strategy Map

Summary• 18 measures across:

• Programmatic Goals• Financial Capital Goals• Human Capital Goals

• New process – surveys of partners and staff

Cascades• Organizational metrics (seen

here)• Departmental metrics• Individual metrics

Implementation• Challenge has been

organizational alignment and agreement, not technology

• Built on Clearpoint by Ascendant Consulting

• Web-based

Departmental ScorecardEach Department’s Activities Link to the Overall BSC

BSC Measure: Quality of ApplicantsTracks trends, roles and defines standards

Individual ScorecardEach Person’s Activities Link to the Overall BSC

Team Initiatives, Measures and Targets from Dept. BSCs

Drop Down Menus from Dept BSCs

Link to Rare’s Conservation Mission

Auto-populates to show mission link

Individual contributions to Team Initiatives and method of evaluation

Staff completes these cells following Goal-Setting with Manager

Global Teams Drive AdoptionGlobal Teams Advocate Around BSC Measures

Cohort Development Team

Quality Management & Improvement

Global Programs

• Manages the recruitment of partners• Helps select which partners and sites we should work with

• Helps set standards for all Pride campaigns• Monitors campaigns against set goals

• Designs training for programmatic staff• Creates training for our Pride campaign managers (partner staff)

Pride Management Process

Select Theme

Recruit & select

Partners Train & Support Partners

Program Management

Initial Planning Pride Campaign Execution

Supporting Global Teams1

1 1 2

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3

3

Recruit & Select PartnersEach Potential Partner Is Vetted and Aligned to a Theme

• Standardized criteria for partner selection/campaign• Process tracked and scored on Prideforce• Pipeline reports are part of monthly regional calls

2Submit Cohort

Proposal Pack (CPP)

3Read

Cohort Proposal

Pack

4Hold cohort

review meeting

5Provide

CPP feedback

6Submit “final”

CPP

7Formally commu -

nicate decision

We track factors such as the quality of applicants, and the degree to which the cohort “fits” Rare’s strategic plan.

Cohort Proposal Pack (CPP) Scorecard – measures the process of assembling a cohort

Balanced Scorecard – measures Rare’s progress toward organizational goals

1Identify Cohort Theme

Cohort Selection ProcessA Suite of Possible Campaigns Goes Through a Stage-gate Process

Decision Decision

Cohort Scoring ProcessThe Scoring Process Aligns to “3 Cs” Framework: Capacity, Constituency, Conservation

Campaign Review ProcessCheck-ins Allow Midcourse Corrections

Orientation(Months 1 – 3)

Planning(Months 4-9)

Implementation(Months 10-23)

Analysis(Month 24)

Key Deliverables

Stakeholder Matrix

Barrier Removal Opera-

tions Plan

Project Plan

Campaign Operational Work Plan

Post-Campaign

Survey

Pre-Campaign

Survey

Final Report

Formal QMI Check-Ins

1st Check-InObjectives:

Assess strength of strategies

Outcomes: Flag problematic

strategies

2nd Check-InObjectives:

Revisit flagged campaignsOutcomes:

Ensure strategies have

changed

3rd Check-InObjectives: Ensure campaigns are on

trackOutcomes: Provide extra attention to

troubled campaigns

4th Check-InObjectives: Ensure required steps are completed before

graduation.Outcomes: Help any campaigns at risk of

not graduating.

Local Partner Executive Director Sign-Offs

Rare Support Visits/Workshops

Weekly Flash Report

Pride Scorecard

Summary Report

Rare and Departmental

Balanced Scorecard

Brief update on the short-term status of an individual campaign

Comprehensive view of the long-term status of an individual campaign

Summary of status of a group of campaigns

Average status of a group of campaigns

Programmatic Reporting FlowReports Begin with our Pride Program Managers and Flow Up

Weekly Flash ReportStandard Reports Completed for Each Campaign by Field Staff

Campaign MilestonesSet Milestones that Each Campaign Must Complete Against a Timeline

A

A

B

B

C

C

Pride ScorecardAssess our Campaigns on the 3Cs: Capacity, Constituency, Conservation

Overall scorecard value

Weekly Flash Report score, which is one component of the overall scorecard value

These reports can be sorted by region, cohort, and Pride Program Manager.

Summary ReportBoard Gets a Monthly Update on all Campaigns

Balanced ScorecardUpdated and Reported at Board Meetings

Management: Creating a Common VocabularyReports Used at All Key Meetings from Top - Down

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• Board – gets a monthly report that covers:– Status of all Pride campaigns– Financial Measures– Human Capital Measures

• Leadership Team Review (VPs and Above)– Trimesterly in person meetings and monthly conference calls– Focus on analyzing the “Top” and “Bottom” campaigns– Share ideas of how to systematically improve Pride against BSC measures

• Monthly Regional Calls– Review all campaigns to see systematic changes in quality– Take a “Deep Dive” on one campaign

• Director meetings– Directors meet with their staff weekly to discuss each project– Typically a director has been 10 to 24 campaigns in their portfolio

Purpose: Project management of campaigns, organizing and storing campaign data Audience: Leadership team, Quality ManagementReports: Pride Scorecard, Summary Reports, Weekly Flash Reports

Purpose: Managing fundraising and the Pride application processAudience: Development team, Recruiting/Partnerships teamReports: Fundraising status, cohort development

Purpose: Managing timesheets, vacations, etc.Audience: Finance teamReports: Hours of training, vacation balances, expenses

Purpose: Budgeting, tracking expenses, handling payrollAudience: Finance teamReports: Budget-to-actual, expense summaries

Purpose: Outline organization’s Balance ScorecardAudience: Department heads, BoardReports: Organization-wide and departmental balanced scorecards

Technology: Enables Information FlowA mix or proprietary and off-the-shelf tools support Rare