Program Management Overview

These are the basic aspects of program management:

Developing the program concept

Upon agreement to contact Navigation Games, the following needs to be done:

Set up the program in the Nav Games Program Database - See the Program Database page

Send a contact to the client (if requested) - Create a contract and have the client sign in Docusign. Record a link to the signed contract in the "Contracts and Invoices" tab.
1. Go to the client's folder in 05 Contracts and Bids > Clients and Partners section of Administration Google Drive (create client folder if needed).
2. Create the contract. Copy a previous contract, or in Google Drive: "New > Google Doc > From a template". Choose the Contract Template.
3. Send the contract via Docusign
4. Log the contract in the Contracts and Invoices tab of the database.
5. When the contract is signed, put the signed contract in the client's folder in the Administration Google Drive (see above)
Create an invoice; log it in our database. Some clients require an estimate; they will send a purchase order (PO), and we reference that PO in our invoice. Record the invoice in the "Contracts and Invoices" tab.
1. In Quickbooks, ensure that the client is in the system. Create the program as a "project" of the client's.
2. Create the invoice, referring to the client project.

Create an internal program document in the Programs drive, using the google doc template. The document should include:
1. Budget and actual cost
2. Sections for planning, execution, and post-program wrap-up
3. Goals and how those goals will be assessed.
4. Staffing plan
5. Equipment list
6. The day's schedule - details on the day of the event for packing vehicles, travel, setup, program delivery and clean up.
7. Plan for follow-up with the client and participants to give them a path forward for more orienteering. Link to flyer with more orienteering opportunities.
8. Reflections after the event with action items
Design the program and create all materials.
Ensure all resources will be available and are in good repair (eg SPORTident)
Recruit staff to deliver the program and take photos and video, as well as observe and evaluate.
Add the program to Gusto, and add any paid workers to the program in Gusto.
Media permissions - File media releases in the Media folder and make a note in the program document.
Create a safety plan including location of nearest hospital, search and rescue plan.

Get a COI (certificate of insurance) or apply for one if needed from OUSA. See Event Insurance section.
Obtain all permits needed for access to the space to be used. See Permits section.
Create map or obtain permission to use existing map

If it is a public program, set up information on the website, and set up registration for the event in Wix.
Publicize the event - see Marketing section.

Pack vehicles, travel to the location, set up -- allow sufficient time
Include client staff as much as possible in program delivery
Be sure to get feedback
After clean up, take a moment to reflect on how it went and capture that for the program document. What should be done differently in the future? What worked well and should become a best practice for us?

Ask all staff to complete the program evaluation form (find template / link)
Schedule time with client to review the program (Post program report template: using PSB for development - report back / next steps)
- Share any feedback from the NG staff
- Ask for feedback from their participants / staff
File all photos and videos in the Media drive according to year and program. Put a link to that folder into the program document.

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