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Workstation Instructions

Welcome to World Vision Startup Workstations! This is


one strong option of doing a Startup Workshop
recommended for:
1) Start-ups that would like to include non-project
support staff as a refresher. You can/should also
include anyone in the workstation from the NO who
may need a refresher on the new regulation (2 CFR
200), whether or not they are also part of the new
grant team.
2) Start-ups where only 4-6 hours are available for grant
management and compliance topics
3) Projects that have time limitations (i.e. emergency)
Instead of presenting on all of the Start-up topics, the self-study format of the Workstations
makes it easy for people to learn everything in a timely and efficient manner. Each station is
interactive, with all the basic information staff will need to know. There are instructions on
how to set each station up in the toolkit.
In the Startup Workshop sample agenda, 2 hours and 30 minutes are allotted for the
workstation session. Then, you would use only 1.5–3 hours for PowerPoint Presentations
about regulations, the agreement, the budget, and other critically important topics.
If you were to do all 13 sessions in the time given, each participant could have approximately
10 minutes at each station, with time for instructions at the beginning. You may want to
adjust this time based on your needs.
WARNING: Some advance preparation is needed to do the workstations. See instructions for
each station to determine items you want to print off in advance and bring from the Support
Office, if possible.
Work Station Options:
 LDR  Policies
 Site Visits  Screening
 Subgrant Monitoring  Communication/Escalation
 Audit  Equipment
 IRA  Prior Approval
 Marking/Branding/Promotion  MSPs & RAASPs
 Cost Allocation  Purchasing
Materials:

 Tape and/or tacks


 Toolkit for each station needed (Combination of printed materials and the Workstation
“Kit” )
 Pens/pencils
 Timer (optional)

Directions
1. There are 13 topics. Decide which ones you need to set up, and refer to the instructions
and to any available materials in the start-up “kit.”

2. Before Startup: Keep in mind that there are some stations that require a little bit of
work beforehand (i.e. creating answer sheets to activities). Therefore, give yourself at least
one week before the planned Startup Workshop date to prepare, referring to the toolkit
instructions of each station.

3. Once at the Startup location, set up each of the stations you need using the instructions in
the toolkit. You can also do some of the setup beforehand.

4. Role of the Facilitator: Building on the 2–3 start-up facilitators, recruit 1 or 2 more
workstation facilitators from the experienced pool of people in the NO (likely there are
TOT-trained facilitators around.)

 The facilitators should get assigned a “zone” in proximity to 2–3.


 Facilitator closest to the door should welcome people and explain what we are
asking of others
 Facilitators should get familiar with the workstation content in advance
 Answer questions and attempt to motivate the participants to do the exercises in
detail
 This is a good time to take opportunities to answer more in-depth questions, or to
make an appointment to follow-up during an upcoming meal

5. For the format of the room, use the “Free Pathway” setup, “Timed Pathway” setup, or a
personalized setup option.
a. Free Pathway: Lets participants go to the stations they choose at their own pace,
taking all the time they need at each. Stations are spread out.
b. Timed Pathway: Divide participants into 13 groups. Have them move along, 10
minutes to each station. You will need a facilitator to time each 10 minute block.
Stations have a sequential order.

6. Review Session: In the agenda, there is time allotted for a review session. It is highly
encouraged that you use this time to go over answers to questions posed in activities, ask
project-specific questions, and provide clarification on subjects to participants. In each
station’s toolkit, instructions for a review session with important Q&A topics are provided
for you.