5.0 Management Report (cont'd)
Operations Achievements
Office Coordinator joined PCSBV in July 2023 and CEO (Chief Executive Officer) in August 2023 increasing the staffing complement to 4FTEs. An additional office space was added to accommodate the increasing staffing complement and demand for client and volunteer meeting space. A full review and update of the volunteer handbook & policies was completed ensuring consistency with Board policies. Improved approach and process to logging volunteer hours using Better Impact software. Board onboarding standard operating procedure developed and validated including technology orientation. Restructure of SharePoint completed including reorganization of filing approach and clean-up of historical documents. Better consistency introduced in documents, language, & communication pieces. More structured and organized approach to programming implemented including the introduction of a referral process and fax capability. Corporate filings & insurance maintained up to date and calendar of important ‘events’ introduced.
Learnings
Better understanding of process and reducing touch points, will improve efficiency in operations/administrative time and avoid inconsistencies and duplication. Event registration is not seamless, and issues identified with registration. Need to review platform that PCSBV uses for events with a view to potentially change from CanadaHelps to eTapestry only going forward for all events. Training: Technology best practices, SharePoint use, cybersecurity, and privacy compliance should be completed and implemented for all volunteers and staff. With four staff, more formal HR handbook is required including a flexible and modern approach to policies and guidelines reflective of the organization’s values.
Strategy Achievements
Completed three-year Strategic Plan and Business plan together with review of the Vision. Mission and Values for PCSBV. 2023/24 operational plan and budget produced and approved based on the business plan objectives. Implemented a stakeholder engagement strategy to (re)engage with stakeholders involved in palliative care in the Bow Valley, provincially and nationally. Stakeholders engage include local health care leadership and practitioners, provincial health care leadership, municipal, provincial, and federal government representatives, community representatives and those with past and present affiliation and connections with PCSBV. Proposal to conduct a needs analysis of palliative care in the Bow Valley funded by the Calgary Foundation and implemented, engaging over 30 stakeholders/stakeholder organisations through one-to-one interviews. Findings to be validated and discussed at a subsequent meeting with a view to identifying opportunities for development and collaboration and the potential formation of a Community of Practise.
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