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PROGRAM MEASUREMENT

QUICKSTART GUIDE
The Strategy Management Practice is presented by Wells Fargo.
The design of the Program Measurement Service Grant has been
generously supported by the Heckscher Foundation.

CONGRATULATIONS!
Were thrilled that youve chosen a Taproot Foundation
Service Grant and we hope you find the experience
engaging, rewarding, and fun.
This Quickstart Guide, along with its corresponding materials collectively known
as the Service Grant Blueprint, will support you throughout the course of the
Service Grant. Weve developed it using the experiences of many, many Taproot
Foundation consultants and clients, and we hope our collective knowledge will
help you run a smooth, efficient and effective project.
Think of the blueprint as a map and a toolboxwe dont want to supplant your
skills or contextual knowledge, but rather to support them. There are certain key
points (such as signing the project agreement, budgeting, or project scope) where
you must adhere to the process. In many places, however, you can feel free to
bring your own expertiseand personality!to bear on a problem.
Three points of advice from previous Taproot projects:
Pay attention to the project timeline! Projects that finish on schedule deliver
better results and better experiences for everyone on the team.
Communicate! Schedule meetings early and set some firm communication
protocolsour tools can help.
Have fun! Your work is important, but this project is also an opportunity
to meet new people and celebrate building our community. Dont forget to
celebrate your achievements.
The Taproot Foundation staff is here to support your success. Please let us know
how we can help you, and please share your feedback about the process. If you
have questions, contact either your pro bono Account Director or your Taproot
Foundation Program Manager.
We wish you all the best,
Alethea Hannemann
Director of Product and Program Development
alethea@taprootfoundation.org

Program Measurement Quickstart Guide | 2

THANK YOU
Pat Brady, Frank Cummiskey, Larisa Gurnick, Lu Jiang, Sri Murali, Clark
Santos, Annette Stanley, and Jeffery To made this blueprint possible! Thank
you to these pro bono superstars for providing their subject matter expertise.
And thank you to Robert Berger, Frank Cummiskey, Harsh Tewari, and
Chuck Ungermann who served as Account Directors on the first-ever Program
Measurement Service Grants. We couldnt have done it without you. Thank you
also to their team members for their unique contributions to the development
of this Blueprint: Soji Nora Adewumi, Natalie Alchadeff, Janet Brunie, Raju
Chintalapati, Godfrey Fandialan, Jessica Ferguson, Yashmin Fernandes,
Yazad Jal, James Jesus, Emmy Kravetz, Terry Lawyer, Sung Lee, Stephanie
Liu, Ilene Moskowitz, Hieu Nguyen, and Jay Scouten. To these pioneering lead
consultants and to everyone else whos worked with us on a pro bono consulting
project to benefit a social change organization, thank you!

Program Measurement Quickstart Guide | 3

TABLE OF CONTENTS
START HERE............................................................................................. 4
PROJECT IN A NUTSHELL...................................................................... 5
SCOPE....................................................................................................... 6
PRO BONO DESIGN PRINCIPLES........................................................... 9
STAGE 0: PREPARING FOR LAUNCH................................................... 10
STAGE 1: KICKOFF................................................................................. 12
STAGE 2: DISCOVERY........................................................................... 14
STAGE 3: METRICS DESIGN................................................................. 16
STAGE 4: DASHBOARD DEVELOPMENT & TRAINING........................ 18
STAGE 5: EVALUATION, CLOSING & CELEBRATION.......................... 20
STAGE 6: NONPROFIT NEXT STEPS.................................................... 21
APPENDIX: NONPROFIT MATERIALS................................................... 22
APPENDIX: WHOS WHO....................................................................... 23

Program Measurement Quickstart Guide | 4

START HERE

WHAT IS THE
PROGRAM
MEASUREMENT
SERVICE GRANT?
In a Program
Measurement Service
Grant, a pro bono
consultant team helps
the nonprofit identify
the most important
metrics of program
effectiveness in one
program and then
builds a user-friendly
dashboard for regular
tracking and monitoring
of those metrics. The
program dashboard is
an important tool that
lets nonprofits know
what theyre doing well
and where they can
improve, leading to
stronger programs that
have a greater impact
on the communities
they serve.

OUR PROJECTS FOLLOW A GATED PROCESS THAT RUNS


THROUGH A SERIES OF WELL-DEFINED STAGES.
This Quickstart Guide reflects that structure, including relevant guidelines and tips
and tricks for each stage of work. Other critical tools (such as sample meeting
agendas or deliverables) appear on the Taproot Foundation intranet resources
pages in the section entitled Program Measurement Blueprint. Use those
documents to make your life easier, but start here to understand what you need to
do to make the project work.
We suggest you familiarize yourself with this guide before you begin your project,
and then review each stage as you enter it. Both the nonprofit team and the pro
bono consultant team will have responsibilities in each stage.
Throughout this guidebook, the meeting symbol identifies a meeting
between the pro bono consultant team and the nonprofit. These
meetings are especially important to plan for: youll be setting up the
project, planning timelines and tasks, and delivering key results.
The toolbox icon indicates a resource document or tool on the
Taproot Foundation intranet, such as a meeting agenda, a discovery
interview questionnaire, or a PowerPoint template. Use these tools to
make your work quicker and easieryou can spend your time being
creative, strategic, or perceptive, rather than recreating the wheel!
Simply click on the icon to access the Blueprint resources.

Program Measurement Quickstart Guide | 5

PROJECT IN A NUTSHELL
STAGE 0:
Preparing for
Kickoff

STAGE 1:

6-8 WEEKS

Hold Site Visit and Sign Service Grant Agreement


Account Director Staffs Pro Bono Consultant Team

2 WEEKS

Hold Kickoff Meeting

Kickoff

6 WEEKS
STAGE 2:
Discovery

Complete Discovery
Hold Logic Model discussion
Present discovery findings and agree on program
objectives

5 WEEKS
STAGE 3:
Metrics Design

Design and present program metrics


Propose dashboard design
Nonprofit approves program metrics and dashboard design

7 WEEKS
STAGE 4:

Dashboard
Development &
Training

Develop and present program dashboard


Train staff on using the new dashboard
Deliver training documentation

2 WEEKS
STAGE 5:
Celebration,
Evaluation &
Closing

STAGE 6:
Nonprofit
Next Steps

Celebrate success
Complete evaluations
Close project

POST-PROJECT

Nonprofit Builds on Pro Bono Experience, Plans for Next


Pro Bono Project

Program Measurement Quickstart Guide | 6

SCOPE

COMPLETION CRITERIA
The project is complete when the program dashboard, staff training, and training documentation are delivered to the
nonprofit. Alternatively the project is complete when the time duration of the project has run out or either the Taproot
Foundation or the nonprofit has decided that the project should be terminated (as explained in the Service Grant
Agreement).
IN SCOPE

Discovery

The pro bono consultant team reviews organizational strategic planning documents and
relevant program materials to gain a better understanding of the program activities and
goals. The pro bono consultant team also maps and analyzes existing program data to
understand the state of available program data.

Discovery interviews

The pro bono consultant team will conduct up to eight (8) interview sessions with relevant
stakeholders such as staff and clients. One of these sessions may be a group interview with
up to ten (10) people.

Best practice research

When available, the pro bono consultant team may conduct outside research with
organizations and funders working in the same program area and/or consult published
research in order to understand best practices and existing metrics in the field.

Logic Model discussion

During discovery, the pro bono consultant team will facilitate one discussion with the
nonprofit team about the objectives of the program. The nonprofit will provide or complete
a logic model to guide the conversation. An understanding of program objectives must be
approved by the nonprofit before continuing to the next stage.

Discovery Findings
Presentation

The pro bono consultant team will present a summary of their discovery findings to affirm
their understanding of the objectives of the nonprofits program, the state of existing
program data, and goals for the Program Measurement project.

Metrics
Recommendation
Presentation

Metrics revision

The pro bono consultant team will present an analysis of the programs measurement needs
and will recommend 10-15 key metrics for tracking outcomes and program improvement.
The pro bono consultant team will also recommend a design for the development of the
program dashboard.
The pro bono consultant team will conduct up to one (1) revision of the metrics.

Program Measurement Quickstart Guide | 7

IN SCOPE CONTINUED

Program
Dashboard
development
(the final
dashboard option
depends on the
availability of data
and the needs of
the nonprofit)

Dashboard with Data:


The pro bono consultant team will develop a
simple, easy-to-use dashboard for tracking
the key program metrics using existing data
in Microsoft Excel. The nonprofit will then
be able to refresh the data on a regular
basis and use the dashboard for program
measurement on their own.

Dashboard Template with


Data Collection Plan:
The pro bono consultant team will
develop a simple, easy-to-use dashboard
template in Microsoft Excel for tracking
the key program metrics and provide
recommendations for collecting important
data that is currently unavailable. The
nonprofit will then be able to implement data
collection and take the dashboard live on
their own once the data is collected.

This option works best when the majority


of program data is already available and
organized for easy input into the dashboard.

This option works best when the majority


of program data for the new metrics are
not readily available.

Program dashboard
testing

The pro bono consultant team will virtually provide the program dashboard to the nonprofit
team for testing. The nonprofit team will review, test, and provide feedback on the program
dashboard. The pro bono consultant team will conduct up to one (1) revision of the
dashboard based on feedback from the nonprofit team before staff training.

Staff training and


documentation

The pro bono consultant team will provide a one-time training session for relevant staff
on how to use the program dashboard and deliver all training documentation to the
nonprofit for use in future trainings.

Assessment and
Celebration

The pro bono consultant and nonprofit complete post-project evaluations after the
nonprofit accepts the final deliverable, and the pro bono consultant team and nonprofit
celebrate their accomplishments!

OUT OF SCOPE
Strategy management consulting outside of program measurement, such as defining mission, vision, and values and
strategic planning
Creating or revising a strategic plan
External benchmarking
Implementing data collection, a centralized database, or other data management systems
Crafting language for development, grant-writing, or other external communications
Designing or conducting a program evaluation study

Program Measurement Quickstart Guide | 8

PRO BONO DESIGN PRINCIPLES


These design principles are key to a successful pro bono engagement. They have been
developed and tested by Taproot in more than ten years of experience managing pro bono
projects like yours. Keep these in mind as you begin your service grant, and throughout the
project.

FOR PRO BONO CONSULTANTS

FOR NONPROFITS

1. Seek to understand, then to be understood.

1. Know and define your needs. Its important

This is why the Discovery phase of your project is

to clarify your scope of work, and then stick to it!

so important. Take advantage of this time to learn

Taproot has done the hard work here by carefully

as much as you can about your nonprofit client.

scoping this Service Grant. Sticking to this scope

2. Be aware of pro bono time. Even small tasks


can take longer than you expect, so stick to the
dates you set! Just as important, make sure the
nonprofit understands these deadlines too.
3. Serving a new sector is learning enough for
the pro bono consultant team. Your Service

of work is one of the best predictors of project


success.
2. Get the right resource for the right job. Taproot
helps you do this by recruiting talented professionals
and staffing a highly qualified team to deliver this
project.

Grant project has been carefully scoped to match

3. Be realistic about pro bono deadlines. While

the skills of your team. Dont try to do something

this project is pro bono, it does require resources

totally new!

from you. Know when deadlines are coming up and

4. One size doesnt fit all. Implementation is key

prepare for them ahead of time.

to success. Dont build a Fortune 500 solution

4. Act like a paying client. Its the only way a project

unless you really need it, and dont wait until the

can run smoothly, and pro bono consultants want

end to consider how the nonprofit can implement

to know youre invested in this engagement. For a

your solution.

projects success, it is essential to provide honest

5. Support the nonprofit. Dont try to save them -and remember that its arrogant to think you could!

and timely feedback to your pro bono consultant


team and to hold them accountable to deadlines.
5. Learning goes both ways. You will learn from pro
bono consultants expertise, but remember that you
have a lot to teach about your organization, your
sector, and working with nonprofits.

Program Measurement Quickstart Guide | 9

STAGE 0: PREPARING FOR LAUNCH

Q: Why do you
call it Stage 0?
A: Because the project
isnt official yet. The
Account Director
must confirm that the
nonprofit is ready for
this project at this time.

This stage should


take about 6 - 8
weeks.

SUMMARY
The goal of this stage is to get to the point where the nonprofit, Account
Director, and the Taproot Foundation Program Manager all agree that
the project should move forward (or can decide with confidence that this
project should not happen now). At that point, if there is agreement to
move forward, the three parties sign the Service Grant Agreementand a
pro bono project is born!
HOW IT WORKS
Taproot Foundation Sets Up the Project
After a thorough application review and interview process, the Taproot
Foundation sends the potential nonprofit a Letter of Intent (LOI) and this
Quickstart Guide.
The Taproot Foundation assigns an Account Director to the project.
The Account Director contacts the potential nonprofit to schedule the Site Visit
meeting as soon as possible after she is assigned to the project.
The nonprofit confirms the nonprofit team members (see page 23 for a list of
required team members)
Both the nonprofit team and the Account Director review the Quickstart Guide
carefully. The Account Director also reviews the rest of the blueprint, as well
as the potential nonprofits application and website.
Nonprofit Completes Program Data Inventory
The nonprofit team completes the Program Data Inventory worksheet,
available on the Taproot intranet, and brings the completed worksheet to the
Site Visit. The inventory provides the Account Director with information about
the kind of program data currently collected and where it is stored.
Account Director and Potential Nonprofit Grantee Meet for a Site Visit
The Site Visit, when the Account Director meets with the nonprofit team at the
nonprofit site, is the last stage in the grant review process. The goal of this
meeting is for the Account Director to assure herself that awarding this Service
Grant, at this time, is a good idea. She asks key questions, sets expectations,
and makes sure that the potential nonprofit understands the process. If
she has any doubts about moving forward, she communicates that to the
potential nonprofit and contacts her Taproot Foundation Program Manager for
guidance. In most cases, however, the Site Visit ends with both the nonprofit
representative and the Account Director signing the official Service Grant
Agreement online.
The nonprofit brings a completed copy of the Program Data Inventory to
discuss at the Site Visit.
Account Director Staffs the Pro Bono Consultant Team
The Account Director recruits a pro bono consultant team and schedules an
Internal Kickoff meeting, in which the consultants can get to know one another
and discuss the project process before they schedule the first nonprofit
meeting. The goal of this meeting is to ensure that the pro bono consultant
team shares a coherent attitude and approach before they meet with the
nonprofit.
Program Measurement Quickstart Guide | 10

KEY TASKS
The Taproot Foundation Program Manager
Sends the Account Director a Program Measurement Blueprint and describes
the potential project.
Signs the Service Grant Agreement (after the nonprofit and Account Director
sign it).
The Account Director
Reviews the nonprofits application and blueprint.
Calls the nonprofit to set up the Site Visit and shares the Program Data
Inventory worksheet.
Reviews the Site Visit Meeting Agenda and sends it to the nonprofit before the
meeting.
Attends the Site Visit and performs a basic nonprofit assessment to confirm
that the project should move forward.
Signs the Service Grant Agreement online.
Staffs the rest of the pro bono consultant team.
Sets up the Internal Kickoff Meeting.
Reviews the Internal Kickoff Meeting Agenda and sends it to the pro bono
consultant team before the meeting.
The Nonprofit
Reviews this Quickstart guide.
Gathers background materials for the pro bono consultant team (for a list of
materials, see page 22).
Defines the nonprofit team.
Prepares for and hosts the Site Visit meeting.
Brings a completed copy of the Program Data Inventory worksheet to the Site
Visit.
Signs the Service Grant Agreement online.

TIPS AND TRICKS


Dont sign the Service Grant Agreement if the potential client isnt ready
for the project! Pro bono consultants want to help, and most nonprofits
want to get something done, but everyone must be prepared for this
specific project, at this time, or the team wont succeed. A poorly
executed project can be worse than no project at all.
Dont move forward if you dont understand the process and the scope!
Its important that everyone shares the same reasonable expectations
and agrees on what will and what will not get done. See page 7 for a
detailed list of what is in and out of scope.
If youre an Account Director, be aggressive about staffing your team!
If it takes you significantly longer than you expected to get the right
people together; you might need to rework the ideal timeline (and let
your nonprofit and Program Manager know about the delay).
If youre a nonprofit and your situation changesfor example, if you
lose your marketing leadtell your Account Director or Program
Manager immediately so we can make the project work.
Program Measurement Quickstart Guide | 11

STAGE 1: KICKOFF

Q: Who creates the


Project Plan?
A: The pro bono
consultant team creates
the Project Plan, which
includes the scope, a
timeline, a task worksheet,
and a communications
plan, based on materials
provided by the Taproot
Foundation. The
nonprofit team provides
input and approval at
the Kickoff meeting.

This stage should


take about 2 weeks.

SUMMARY
The goal of this stage is for the nonprofit and pro bono consultant
team members to get to know one other, laying a solid foundation
for a successful project. The two teams should discuss expectations,
communications and roles.
HOW IT WORKS
Nonprofit and Pro Bono Consultant Team Prepare for Kickoff
The pro bono consultant team writes bios for each team member. The Project
Manager prepares a meeting agenda and sends it out to everyone at least
2 days before the meeting. Everyone brings their Quickstart Guide, Project
Plan, Finalized Service Grant Award, and the materials picked up by Account
Director at the Site Visit. Pro bono consultants can find all these resources on
the Taproot Foundation intranet and share relevant items with the nonprofit
team.
The nonprofit team reviews the Quickstart Guide, Project Plan, and any
materials the pro bono consultant team sends. The team also identifies
a identifies a list of internal and external stakeholders for the pro bono
consultants to interview during discovery.
The Teams Hold the Kickoff Meeting
This meeting is a getting to know you between the pro bono consultant team
and the nonprofit team. At the meeting, both teams introduce themselves,
their roles, and their hopes for the project. The Account Director leads the
teams in a discussion about communications and team dynamics.
The Account Director leads a conversation with the nonprofit about their goals
for this project. This will help the pro bono consultants understand where the
nonprofit currently stands in measuring their program, how they expect to use
their program data, and what program measurement needs they have.
The Project Manager reviews the project timeline and scope with the teams,
then finalizes the list of people the pro bono consultants will be interviewing
during discovery. At the end of the meeting, the Project Manager makes sure
all the meeting goals were met, gets the names and contact information for
the interviewees, and answers the teams remaining questions.

KEY TASKS

The Pro Bono Consultant Team


Creates the first draft of the Project Plan and writes their bios.
Attends the Kickoff Meeting, introduces themselves, and contributes to the
discussion about the expectations and communications of this Service Grant.

Program Measurement Quickstart Guide | 12

The Account Director


Refines documents and agendas as needed.
The Project Manager
Refines the Kickoff Meeting Agenda as needed and sends it to the combined
team.
The Nonprofit Team
Reviews the Kickoff Meeting agenda before the meeting.
Attends the Kickoff Meeting, provides introductions for each team member,
and contributes to the discussion about their expectations and the
communications plan.
Gives clear and precise feedback on the Project Plan (especially the Scope
and Timeline).
Provides the pro bono consultant team with ideas and contact info for
individuals to interview during discovery.

TIPS AND TRICKS


Make sure to get nonprofit team feedback on the Project Plan! If
you know what the nonprofit wants and expects, you will reach an
agreement sooner, and the project will run more smoothly.
Make sure to discuss each others values and concernsyoull build
trust and communicate better throughout the project.
Dont forget to have a conversation about the nonprofits goals for
this project. Understanding the nonprofits needs will ensure the final
deliverable is something they need and will use.
Be aware of the discovery timeline, and communicate time pressure to
interviewees. Scheduling interviews is a time consuming process, and
the project depends upon timely completion of this stage.

Program Measurement Quickstart Guide | 13

STAGE 2: DISCOVERY

Q: What should
we do in the Logic
Model discussion?
A: The purpose of this
discussion is to clarify and
articulate the programs
goals and how it works.
The outcome is a shared
understanding of the
programs Logic Model.
Without this first-step, you
run the risk of developing
a measurement system
thats measuring all
the wrong things!

This stage should


take about 6 weeks.

SUMMARY
The goal of this stage is for the pro bono consultant team to understand
the targeted program and how and what the nonprofit currently
measuresand for the nonprofit team to affirm the teams take on things.
HOW IT WORKS
Pro Bono Consultant Team Conducts Interviews
The Strategy Consultant leads the pro bono consultant team in conducting up
to eight interview sessions. The team should interview individuals involved in
all aspects of the organization, including board members, clients, and staff.
Pro Bono Consultant Team Conducts Best Practice Research
When available, the pro bono consultant team may conduct outside research
with organizations and funders working in the same program area and/or
consult published research in order to understand best practices and existing
metrics in the same field as the nonprofits program.
Pro Bono Consultant Team Reviews Available Data
The Data Analyst leads the pro bono consultant team in reviewing the
nonprofits available program data. The goal is to gain an understanding
of what the organization currently measures in preparation for making
recommendations on the design of program metrics.
Pro Bono Consultant Team Facilitates Logic Model Discussion
The pro bono consultant team, led by the Strategy Consultant, facilitates
an exercise with the nonprofit team to clarify the program outcomes and
objectives. The goal is to get the nonprofit and pro bono consultant teams
on the same page about how the program works and the program goals, so
they are clear on what is most important to measure. The nonprofit team may
provide the programs Logic Model to guide the conversation, or use Taproots
Logic Model Template, available on the Taproot intranet.
Presentation of Discovery Findings
The pro bono consultant team will present a summary of their discovery
findings, including their understanding of the goals of the project, the
objectives of the program, and the state of current program data. The project
should not move forward until the nonprofit has approved the pro bono
consultant teams understanding of the program objectives. The goal is to
confirm that the teams have a shared understanding of the program and the
project before moving forward.

Program Measurement Quickstart Guide | 14

KEY TASKS
The Pro Bono Consultant Team
Conducts discovery interviews.
Conducts external research on best practices, when available.
Reviews existing program data.
Facilitates a discussion about the programs Logic Model.
Prepares and presents discovery findings to the nonprofit.
The Account Director
Reviews and approves all documents before submitting them to the nonprofit.
The Nonprofit
Participates in and facilitates interviews. If you cant help make contact, the
interview isnt going to happen.
Participates in the Logic Model discussion, and gives honest and clear
feedback throughout the process.
Approves the pro bono consultant teams understanding of the program and
the program measurement projects goals.

TIPS AND TRICKS


Pro bono consultants, make sure to conduct the discovery interviews in
a timely manner to keep the project in motion!
Make sure discovery interviews include many key stakeholders with
different ideas. This will increase the likelihood that all factions will
accept the findings and deliverables.
If discovery interviews expose major strategic rifts within the
organization, talk to your Taproot Foundation Program Manager
immediately.
Make sure the nonprofit team is giving their feedback on the pro bono
consultant teams understanding of the program. Alignment between the
teams on the program objectives is critical to the success and impact of
the project.
If the pro bono consultant team continuously encourages the nonprofits
feedback throughout, the result will be a final deliverable that will make
everyone happier.

Program Measurement Quickstart Guide | 15

STAGE 3: METRICS DESIGN

Q: What platform should


we use for the dashboard?
A: The dashboard should
be developed in Microsoft
Excel. When designing
the dashboard, make
sure to keep in mind how
easy it will be for the staff
to use and maintain it
after the project closes.

This stage should


take about 5 weeks.

SUMMARY
The goal of this stage is to develop key program metrics based on an
analysis of the discovery findings, to make a preliminary recommendation
on the design of the program dashboard to be developed in the next stage,
and to gain the nonprofits approval.
HOW IT WORKS
Pro Bono Consultant Team Designs Program Metrics
The pro bono consultant team designs 10-15 key program metrics based
on the outcome of the Logic Model discussion and discovery findings. The
pro bono consultant team may choose to incorporate metrics the nonprofit is
currently using, recommend improvements on current metrics, and/or design
entirely new metrics. The goal is to provide the nonprofit with key metrics that
will allow them to track outcomes and improve the program.
Pro Bono Consultant Team Presents the Metrics Recommendation
The pro bono consultant team recommends a set of 10-15 program metrics
and preliminary recommendations for the design of the program dashboard
to the nonprofit. These recommendations are based on an analysis of the
nonprofits measurement goals and the availability of program data. The goal
is to gain the nonprofits approval on the program metrics and the basic design
of the program dashboard.

KEY TASKS
The Pro Bono Consultant Team
Prepares and presents 10-15 key program metrics and a recommended
design for the program dashboard.
Works with the nonprofit to ensure agreement on the program metrics and
program dashboard, including conducting up to one revision of the program
metrics.
The Account Director
Reviews and approves all documents before submitting them to the nonprofit.
The Nonprofit
Participates in the Metrics Recommendation Presentation.
Gives honest and clear feedback on the program metrics and program
dashboard design recommendations.
Approves the program metrics and the design of the program dashboard to be
developed in the next stage.

Program Measurement Quickstart Guide | 16

TIPS AND TRICKS


Pro bono consultants should keep in mind the nonprofits resources
when designing the program metrics; make sure they have the capacity
to collect the necessary data for each metric.
Select the design for the program dashboard carefully. An overly
complicated design will be difficult for the nonprofit to implement and
maintain after the project closes. The design should be user-friendly
and easy to read and manage by nonprofit staff.
Make sure to encourage nonprofit feedback on the recommendations to
ensure commitment from the nonprofit and a stronger final deliverable.

Program Measurement Quickstart Guide | 17

STAGE 4: DASHBOARD DEVELOPMENT & TRAINING

Q: What do we do if
program data are missing?
A: If the majority of
program data needed for
the dashboard is missing,
create a dashboard
template and make
recommendations for
how the nonprofit should
collect the missing data.
When possible, use as
much existing data as
possible to build the
dashboard, and then
make recommendations
on how the nonprofit
should collect the final
data that are missing.

This stage should


take about 7 weeks.

SUMMARY
The goal of this stage is to develop an easy-to-use program dashboard for
tracking key program metrics, gain the nonprofits approval, and train staff
on how to use and interpret the program dashboard.
HOW IT WORKS
Pro Bono Consultant Team Develops Program Dashboard
The pro bono consultant team develops the program dashboard. The
dashboard should include available data where possible. When data are
unavailable, the pro bono consultant team will make recommendations for
collecting the appropriate data. The goal is to develop a program dashboard
that meets the measurement needs of the nonprofit and can be easily used
and managed by nonprofit staff.
Nonprofit Team Tests the Program Dashboard
The pro bono consultant team will virtually provide the program dashboard to
the nonprofit for testing. The nonprofit will review the dashboard, test to make
sure it is user-friendly and manageable, and provide feedback to the pro bono
consultant team virtually or by phone. The pro bono consultant team will make
revisions and finalize the dashboard prior to the staff training.
Pro Bono Consultant Team Delivers Training and Training Documentation
The pro bono consultant team delivers training to nonprofit staff on the new
program dashboard and delivers training documentation to the nonprofit for
use in future trainings. The pro bono consultant team and nonprofit should
decide together who participates in the training, and whether the pro bono
consultants should train all relevant staff or a small group of staff members
who can then share their training with the rest of the staff. The goal of the
training is to facilitate implementation by familiarizing program staff with the
dashboard and key metrics.

KEY TASKS
The Pro Bono Consultant Team
Develops the program dashboard
Gains nonprofit feedback, and revises and finalizes the program dashboard
Trains nonprofit staff on the new program dashboard
Delivers training documentation to nonprofit for future use
The Account Director
Reviews and approves all documents before submitting them to the nonprofit

Program Measurement Quickstart Guide | 18

The Nonprofit
Reviews, tests, and provides honest and clear feedback on the dashboard,
and gives final approval
Participates in and facilitates the training, including working with the pro bono
consultants to determine who will participate in the training

TIPS AND TRICKS


Keep in mind the nonprofits resources and immediate needs when
developing the program dashboard. The dashboard wont be effective if
the nonprofit cant manage and maintain it on their own.
Make sure the nonprofit reviews and tests the program dashboard
before the project closes. The more questions they ask now, the more
prepared they will be to manage and get the most out of it later.

Program Measurement Quickstart Guide | 19

STAGE 5: EVALUATION, CLOSING & CELEBRATION

Q: Why do we have
to fill out surveys?
A: These surveys help
the Taproot Foundation
improve the Service
Grant program for future
projects. If your team
and the nonprofit team
dont fill them out, the
nonprofits applications
for future grants could
be negatively affected.

This stage should


take about 2 weeks.

SUMMARY
The hard work is done: now it is time to evaluate and celebrate your
success!
HOW IT WORKS
Celebrate Success
Both the nonprofit and pro bono consultant team should celebrate all their
hard work and accomplishments.
Do we really need to tell you how to do this? We are guessing not.
Congratulations on all your good work on both sides of the team.
Evaluation
The nonprofit and the pro bono consultants confidentially fill out Taproot
Foundations online satisfaction survey.
These surveys are critical to inform Taproots work, and the work of future pro
bono consultants and nonprofits.
Closing
The pro bono consultant team tells the Taproot Foundation Program Manager
that the project is complete. The team sends Taproot all interim and final
deliverables.

KEY TASKS
The Pro Bono Consultant Team
Fills out online evaluations
Sends interim and final deliverables to Taproot Foundation
The Account Director
Closes project on Taproot Foundation intranet
The Nonprofit
Fills out online evaluation (all team members!)
Takes concrete actions to thank the pro bono consultant team. If theyre
unsure whats appropriate, they can discuss with their Taproot Foundation
Program Manager.

TIPS AND TRICKS


If youre the nonprofit, make sure to thank your pro bono consultant
team for all their hard work.

Program Measurement Quickstart Guide | 20

STAGE 6: GOING BEYOND YOUR SERVICE GRANT


NEXT STEPS FOR THE NONPROFIT LEADER
Congratulations on completing your Service Grant!
Over the past several months, youve learned a lot about pro bono. Youve
experienced its successes and challenges first-hand and have a better understanding of how pro bono can strengthen your organization. The next step is to
build on this experience!
Taproots goal is to ensure you have access to the design, consulting,
management, marketing and HR resources you need to succeed to make
you Powered by Pro Bono. With Taproots online resources and tools, you
can engage pro bono directly and start on the path to becoming Powered by
Pro Bono.

Follow this set-by-step guide to plan for your next pro


bono project. All of the tools are available at taprootfoundation.org:
SCOPE

Whats your next pro bono project? Answer a few questions with the
Capacity Building Coach to help identify the right project for your needs.
You can also browse over 100 projects by name or functional area using
the Project Finder.

SECURE

Find the right pro bono resources. Use the Provider Finder to search over
600 providers as well as experts in your LinkedIn network who may be
willing to give their skills pro bono.

MANAGE

Manage your pro bono project using the common six stages: Preparing
for Kickoff, Kickoff, Discovery, Drafting, Delivery and Implementation, and
Evaluation and Celebration. Learn how to navigate each stage successfully
at taprootfoundation.org.
SCALE
Youre well on your way to becoming Powered By Pro Bono! Having 20%
of your budget met through pro bono resources is a multi-step process
and will take time. Taprootfoundation.org has tips and strategies for
organizations at all points of their pro bono journey.

Q: What does it
mean to be Powered
by Pro Bono?
A: Many of the highest
performing nonprofits
are Powered by Pro
Bono - generating
as much as 20% of
their budget through
pro bono resources.
Q: Where can I
learn more about
becoming Powered
by Pro Bono?
A: Learn how to secure
hundreds of thousands
of dollars in pro bono
resources on Taproots
website, or get a copy
of the book Powered
by Pro Bono, available
on Amazon.com.

Program Measurement Quickstart Guide | 21

APPENDIX: NONPROFIT MATERIALS

The nonprofit must gather and bring these materials, if they exist, to the Site Visit. Since the Account Director
will share these materials with her team, please provide six printed copies of each item or electronic copies
that may be shared virtually.
Strategic plan,
marketing or
fundraising plan,
logic model

Any information that helps the team understand where youre going and why will be very helpful.

Program materials

Any materials that help explain what your program does and why, including marketing, planning,
fundraising, budgeting and staff training materials.

Program Data
Inventory

Provide a list of the program data you currently collect and where its stored. If this list doesnt
exist, you can use the Program Data Inventory worksheet available on the Taproot intranet.

Program evaluation
materials

Any documents or data related to current program measurement, including what is being
measured, why its been measured, and what those results have shown.

Key dates

Key dates that may drive project timeline (such as major events or retreats).

Program Measurement Quickstart Guide | 22

APPENDIX: WHOS WHO

NONPROFIT TEAM

Executive
Sponsor

Staffs, supervises, and leads the nonprofit team. Available for key decisions and intervention as
needed.

Day-to-Day
Contact

Maintains the project workflow for the nonprofit team and serves as the main point of contact for
the pro bono consultant team. This person calls meetings, gathers materials, and makes sure
other nonprofit team members do their tasks on time.

Program
Manager

Participates in key meetings and approval of key deliverables. The Program Manager provides
information on the program and makes sure the program metrics and dashboard can be
implemented and sustained.

Data Manager

Participates in key meetings and approval of key deliverables. Works closely with the existing
program data and can answer the pro bono consultants data-related questions.

PRO BONO CONSULTANT TEAM


Account Director

Staffs, supervises and leads the pro bono consultant team.

Project Manager

Coordinates the pro bono consultant team on a day-to-day basis, planning and leading meetings,
connecting with the nonprofit team, and making sure the project runs on time.

Strategy Consultant

Leads strategy elements of the project, including the discovery process, best practice research,
and facilitation of a strategic discussion around the programs logic model.

Analytics Consultant

Leads the design of key program metrics and formatting the program dashboard. This person
also takes the lead on the program dashboard training.

Data Analyst

Analyzes existing program data and builds out the program dashboard. This person also
provides support for the program dashboard training and makes recommendations for collecting
any missing data.

Program Measurement Quickstart Guide | 23

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