Project Managers’ Monthly Reporting; Virtual Catch Up – 15th October
By phone, 9.30-11am
Present: Sally (SCVO) Gail (COL) Kenne (AS) David (Age) Deborah (AN)
Kathy (DU)
Chair and Notes: Emma (DU/OD)
Agenda
1. Partner 2 partner debrief: each partner to speak for up to 3 minutes about
ONE thing in their Milestones they feel of particular note, for whatever reason
– because it seems to be very worth sharing for collective learning, because
it is something that has exceeded expectations in a good way. May be
because it went wrong or is a new risk.
Other PMs to ask questions of the partner with the microphone with regard to
his/her Milestones. PLEASE can you all think of one question for each other, as
much as anything so we can show each other we have considered each other.
2. Partner specific content development – EW to update PMs about this process
and how it will work
3. Platform/ tech related update – EW to update group
4. BLF convened meeting for 11th Dec – initial thoughts about how we might
prepare for this, what we want to contribute and what we want out of it.
5. Needs and wants – anything PMs would like at this stage that they are not
getting or not getting enough of.
6. Discussion about future agendas/ running of this virtual PM meeting.
7. AOB
Minutes
These are not technically Minutes so much as to the point Notes (I hope).
Everyone said hello and particular hello to Deborah from AbilityNet who was our
new face.
Gail kicked off the session, choosing the base lining process as her favourite thing
to highlight in terms of COL work. She described a three stage process using data
from multiple sources including open source, Experian, local strategies. She
described a very intense and nuanced process and COL will be sharing this
information with OD partners as it gets built up.
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Emma asked what this baseline looked like – was it a sort of ‘tool’ – Gail said it had
a range of manifestations which she would share as the work progressed.
There as an exchange about various data sources – I am sorry I did not take a
great note about exactly what!
David then spoke about what he called ‘set up humdrum’ or some such I think he
used the word dull but nothing about OD is dull. Recruitment had been the main
focus of the Age UK work this first month, with a Project Manager and Project
Support Officer recruited. The two hubs in Leicester and Rutland are busy doing
local recruitment also. Kit has been bought for DC work; training toolkit work is
being initiated; planning for national and local promotion also. The delivery hubs
are also developing local engagement plans.
Emma asked with regard to the local engagement plans with Age UK led that
process with a template or some such, David said no, Age UK would feed into and
support that process but it was for the local delivery teams to construct and own.
Kenne commented that Affinity Sutton has assets in Leicster and there links at local
level should be explored between AS and Age UK.
Kenne talked about the set up work she and Andrew had been doing to engage with
young people. Kenne has engaged other AS colleagues with One Digital and has
achieved very good and positive feedback. She is planning to run young people’s
engagement sessions to kick off action on the ground, but already they are having
to think about how and when to run these sessions – for example evenings and
weekends may be better for young people than week days. Kenne also commented
on branding and on how the branding of their project and the key messaging really
needed to be carefully adapted to a younger audience as this would be critical to
generate take up.
Gail flagged the Plymouth potential; COL recruiting DCs in Plymouth and there was
an opportunity for AS to advertise/ promote those employment opportunities
through their networks in Plymouth. She also flagged the COL Signposting Tool,
which is updated every two weeks, and which can link people on to other learning
opportunities (ESOL, literacy etc) as well as to other related DI resources and
support.
Emma asked whether Kenne knew even anecdotally of any other HAs developing or
running young people’s DC programmes. Kenne said yes possibly Amicus Horizon
and Hyde; in the set up phase she and Andrew would do a bit more exploration of
this.
Deborah introduced herself and also that she was very new to both AbilityNet in
general and OD specifically. She reported that for AN the month’s main activity had
been recruitment to the project (hers) and assimilation of it and in relation to other
AN priorities and work streams. Deborah talked about the volunteer programmes
across AN and how she plans to link OD into those processes and activities. AN
aspiration is not only to serve more end learners using the OD programme
infrastructure and training to boost volunteers as DCs, but also to boost the appeal
and reputation of the volunteer network too.
Sally asked about AN representation in Scotland and the scale and extent of the
volunteer network there. Deborah reported that there were AN volunteers in
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Scotland but not a massive number. Gail said COL had also tried to link up with
them in Scotland previously. All three agreed to take that on as something to look
at more carefully – where are the potentials and the crossovers.
Kathy updated the group at large about Project Initiation Meetings led by DU now
having dates attached to them for all partners – Sally’s may change as linked to
recruitment of new post. Kathy then said her chosen topic was Content update. She
reported that DU had now appointed an e-learning provider to work with it to
refresh the existing DC baseline course, as well as work with DU to build up new
content assets for partners. DU has been particularly impressed with this supplier’s
understanding of the DC journey and of learning outcomes .
In relation to the creation of new, bespoke partner content – and DU now calling
these ‘content assets’ not ‘courses’ because it may be this new content is better
delivered through a range of other formats (subject to budget etc) such as dynamic
templates – for learning or for learning engagement - quizzes or games or toolkits
than a more traditional linear course. Kathy emphasized the fact that content
creation would have a process, bounded by dates, and would require partners to be
available to review and sign work off to get it completed. She wanted partners to
start thinking – even ahead of the Project Initiation Meetings – about what sort of
content assets they might want to create and for whom. And also what sort of
priority that held for partners: for example, if partners are happy to get underway
with the basic underpinning DC courses, and do not immediately need any new
bespoke assets – and/or want to get going and see down the line where the gaps
are and think about creation at that point - then DU can adjust the prioritization of
content creation to best serve everyone. DU will need to get a good handle on this
across all partners quickly so as to manage the e-learning provider in this first
quarter in particular. Content creation that falls into Q2 and beyond is far less
urgent to timetable with total accuracy now.
Sally said she had just spent time at the Voluntary Action Scotland conference,
which was full of what she refers to as her ‘Anchor Organisations’ her aim is to
recruit as many of the 32 of them as possible. She said they are a tricky bunch.
However, she had been really thrilled at the level of support and enthusiasm for OD
and reckons to have 16 of them on board at this stage, which has exceeded her
expectations. Sally said main SCVO activity had been to recruit the team, and that
long notice periods were causing some grit. She has also been getting together a
content/ training group and had a Content Development Officer to support that
activity with an initial meeting on 27th October of that group.
Gail asked about the Basic Skills Questionnaire referenced on Sally’s milestone
reporting. Sally said she would re-share but that SCVO were now embedding this in
all their work to gather and then track baseline ((NB this file is on Slack in the
evaluation channel and I have also saved into DB)) .
End of partner to partner comments.
A comment from Emma as I write this all up: we did not get everyone asking
everyone a question. This is OK insofar as perhaps you could not think of a question
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or someone asked you question anyway, or the information you received was quite
adequate and there was no need for a question. However, it does mean that we
have no idea if we are really thinking about and engaged with each others’ work, or
we are just eating walnuts and making tea. You can do both!
I would like to say, this was our first chat and we are all warming up to everything
including how we communicate and report and we are also al getting to know each
other. BUT can we try next month to get a bit more partner to partner questioning
going?
I think the presentation focus worked quite well – tell us about one thing that’s a
biggie for you this month – though not everyone spoke about one thing I think
these set up months may be slightly atypical just because as David says lots is
rather ‘humdrum’. Your comments and thoughts welcome, as ever.
Other agenda items
2. Partner specific content development – EW to update PMs about this process
and how it will work
This was done superbly by the mellifluous Kathy Valdes previously.
3. Platform/ tech related update – EW to update group
This was also done by the mellifluous KV from DU. She reported that the project
management/ reporting functionality should be in place in DCN by the end of the
month. She reported that integrating evaluation requirements/ functions into DCN
would need to happen sequentially as obviously this could not be done until the
evaluator was appointed and that work was done with them. There is no real cause
for concern here, a watching brief with an understanding that work arounds will
probably have to be devised to stitch new requirements in as they are evolved.
4. Recruitment
This was tabled by Sally who wanted to know how everyone else’s recruitment
processes had been and what learning there was there.
Everyone agreed that not being able to recruit earlier had been a great
disadvantage and that teams were not really going to be in place much before end
November across the Programme. Gail commented she thinks it takes 4-5 month to
recruit a senior post. Everyone felt that BLF needed to be better aware of the issues
around recruitment and we agreed that when in the New Year we put together our
(charming but insightful) critique of the ‘process so far’ for BLF we will flag this
item.
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All partners also said how pleased they had been with the quality and diversity of
applications and that they took this to be a very good sign that there was real
interest in the OD and in working on it.
5. BLF convened meeting for 11th Dec – initial thoughts about how we might
prepare for this, what we want to contribute and what we want out of it.
This was tabled by Sally and we had a bit of fun discussing. The upshot is, we are
not really collectively super happy that BLF are very focussed on what this meeting
is about and who it is for and what the benefit to anyone is. Particular head
scratching about Stakeholders – who and why and what value do they serve – to
whom.
What we mostly all wanted was an Xmas themed Show and Tell with RNIB and
Tinder so we really could all get to grips with the link ups, the differentiators etc
Emma to write to BLF in a very positive way just saying as much, and pressing for a
bit more general usefulness. Gail is sending John and he will be well behaved.
Kenne said that Steph would attend for AS.
6. Needs and wants – anything PMs would like at this stage that they are not
getting or not getting enough of.
We thought not. We thought this was our first call and we anticipated that as we
move forwards and new recruits are in post the make up of the calls will change; no
point calling that now, but to see how it all flows out.
7. Discussion about future agendas/ running of this virtual PM meeting.
As above: we may find we also want different sub groupings in calls also. Emma
commented that once we were all able to use and contribute to one shared online
programme platform inter partner communication would be enhanced again. Gail
said she liked the idea of getting Martina (governance) back to check up on us,
report back to us on our governance. Gail also said we should also remember our
idea to have themed monthly calls also – not just updates – so we could all focus
on a particular item. Emma to pick that up/ review ready for November call.
8. AOB
Gail would like a Word A Month to be introduced into these calls for the general
education, well being, even titillation of all. Mellifluous is our first.
We all agreed we had had a good and productive call.
Thanks to us all and well done.
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