7.5.3.1 When formulating a plan it is important that all the relevant parties are involved. Taking a broader approach and incorporating input from everyone is the best way of arriving at a plan that is well-suited to the country team.
The workshop is held with participation of the target group, partners, co-workers working with the target group and DHL employees. The aim is to create a plan for the calendar year taking into account input from all the relevant parties in respect of dates, times, activity types and their relevance in respect of the needs of the target group, resources (budget, venue, catering, transport, etc.), as well as volunteer and target group availability.
What to consider for this workshop:
- The needs of the target group
- Identifying possible opportunities to address respective needs, taking into account the skills / capabilities of the DHL team
- Working together to formulate an activity plan that can be implemented during the course of a calendar year
- Activities should be specified using a planning template (Excel):
- Description of the activity
- The number of young people / children / refugees participating
- Number of volunteers participating
- The dates and duration of the engagement
- A team lead for the specific activity and their responsibilities
- The budget requirements for each of the activities
- Confirmation of the budget and number of participants (volunteers and young people / children / refugees) to establish a budget for activities for the year
- Share the plan with the local country teams to include in their plans for the year, and with the regional team to upload to the GoTeach Wiki before the end of February /March.
- During planning also consider the reporting requirements and keep a record of information
A guide for the partner planning workshop and the menu of activities can be found below.
7.5.3.2 GoTeach budgets for activities per country
The GoTeach budget is the total amount of authorized financial resources allocated to the GoTeach program for one year. It constitutes the necessary funds for planning, implementing and evaluating the GoTeach program. It includes all direct and overhead costs required to carry out the program’s goals and objectives as well as all charitable donations to our GoTeach partners.
Essentially, the budget is a spending plan that defines the maximum amount of money, working costs and resources available for the GoTeach program in one calendar year.
7.5.3.2.1 Activity (Activation) budget[edit | edit source]
The average available budget for all anticipated costs for the implementation of GoTeach activities at country level.
Per year, the average activation budget per country is €7,000.
Activation budgets are managed by the local DHL team coordinators as funds are spent by the business units to fund activities for the year and are reimbursed annually.
These budgets are proposed as part of the planning of activities, jointly formulated by the partners and presented to the regional GoTeach Manager at the latest by the end of March.
7.5.3.2.2 Donation budget
For the partnership with SOS Children's Villages, DPDHL Group transfers donation funds to SOS Children's Villages International HGFD, who transfer the funds directly to the member association on an annual basis together with subsidies.
For the Teach for All network partnership, donations are paid to the Teach for All office and distributed to the relevant network partners.
7.5.3.2.3 Regional budget
The sum of all planned activity budgets for all national partnerships in a region managed by a Regional GoTeach Manager.
7.5.3.3 GoTeach reporting requirements
Understanding what the reporting requirements are will ensure that when an activity takes place all the relevant information is recorded.
- Total number of activities per country
- Total number of participants who benefit from employability activities
- Total number of participants who benefit from other activities
- Total number of participants who participated in mentoring activities
- Total number of participants who had their first work experience e.g. internship
- Total number of volunteers actively involved
- Total number of volunteer hours during working time
- Total number of volunteer hours during own time
- Total financial expenses
Each country will also need to track all expenses against the planned activities for the year, keeping all receipts and invoices (electronically) to facilitate the refund process.
Chapter lead | Leigh Swartz |
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7.5.3.4 Attachments
- YouthCan_partner_workshop.docx -- User:Lswartz, 8 January 2021, 09:24
- GoTeach_Activity_Planning_Template_2021.xlsx -- User:Lswartz, 12 January 2021, 12:16
- PLANNING_Menu_of_Activities.docx -- User:Lswartz, 13 January 2021, 08:08
- GoTeach_UK_-_your_guide_to_getting_involved_in_2019.pdf -- User:Lswartz, 5 February 2021, 12:43