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Implementing a Half-day Training Conference
at the SA Campus of VA NYHHS for Members of
the Faith-based Community
1
Stanley De Veaux
Chaplain Resident
St. Albans Community Living Center
August 28, 2015
Voice of the Customer (VOC)Veterans: ”Pastors need a better understanding of emotional disorder
veterans experience such as PTSD.”
”…Be prepared to provide information on jobs or housing for vets.”
”Not all veterans want to be put on display.”
”Some Vietnam veterans have not gotten over how they were treated upon returning home in the late 60’s and 70’s.” ”Some would just like to blend in with the congregation.”
Faith-based groups:
“What are some of the physical and spiritual issues facing veterans rerunning home after their active duty experiences?”
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Initiate
• Concept: Plan and host a half-day training
conference for members of the faith-based
community (places of worship) in Queens,
NY, focused on educating them about some
of the needs of Veterans and their families,
how they can help and when to refer them
to VA NYHHS if needed
3
Initiate
• Feasibility and Approval: Concept was
discussed with the St. Albans Leadership,
Chief of the Chaplain Service, the Public
Affairs Officer and others regarding the
feasibility and use of VA NYHHS resources
4
Plan
5
Plan
• A charter was developed outlining the
scope, business case, aims, opportunities,
metrics and project timeline, using project
management methodology
6
Business Case Opportunity Statement
• The faith-based community would like to
support Veterans and their families but
need some assistance in knowing how
best to provide help.
If the aim of this project is achieved, it may also result in…
• Provide improved spiritual and pastoral care in the community
for veterans .
• Provide education and resource literature for community clergy
support persons, regarding physical, psycho/social, and
spiritual health issues often experienced by veterans and their
families.
• Increase enrollment and utilization of VA NYHHS
Goal Statement Scope
• Aim: Plan and host a half-day training event for members
of the faith-based community (houses or worship) in
Queens, NY, focused on educating them on the needs of
Veterans and their families, how they can help and when to
refer them to VA NYHHS if needed
• Key Metric: Likert scale score of self-perceived knowledge
of Veteran issues
• Data Source: Locally developed Likert scale
• Frequency : pre and post event
In Scope:
• Audience is invited faith-based community in Queens
• Presenters from VA Staff, discussing physical, psychosocial issues,
and spiritual issues of veterans
• Indications and logistics of referral of veterans to VA NYHHS
Out of Scope:
• Representatives of Veteran Service Organizations
• Instructions on treating veteran physical and psychosocial issues
Project Plan / Timeline Team Members
Milestones
Initiate
Plan
Execute
Monitor/Control
Close
Planned Completion Date
5/15/15
5/29/15
6/29/15
7/24/15
8/7/15
Actual Date
4/24/15
6/10/15
6/15/15
7/9/15
8/6/16
Name
Stanley de Veaux
Alan Wikler
Andrew Sioleti
TBD
Department
Chaplain Svc.
QM
Chief, Chaplain Svc.
TBD
Role
Lead
Lean Coach
Sponsor (ESM/
Financial Rep
Implementing a Half-day Training Event
at the SA Campus of VA NYHHS for Members of the
Faith-based Community
7
Define
Plan
• Planning was completed in a GANTT chart
of all the tasks and sub-tasks and the target
dates for completion of each.
• A Venue
• Speakers/Presenters
• Volunteers
• Budget
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Plan: Gantt Chart of Tasks and Timeline for Completion
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Event/Task/Activity Date
January February March April May June July August
PHASE I: Initiate
Project Conception and Initiation 2/20 5/7
PHASE II: Plan
1. Project Definition and Planning
a) Project plan 3/26 5/7
b) Project charter 3/26 5/7
c) Project scope 3/26 5/7
d) Outline 3/26 5/7
2. Logistical considerations
a) Propose a date for event 3/20 5/7
b) Secure a venue 3/20
c) Prepare a budget5/19 –
5/24
3. Agenda and Program
a) Establish a program format 3/20 6/24
b) Develop an event timeline 3/20 6/24
4. Marketing and Promotion
a) Obtain mailing list of prospective attendees 5/1 6/5
b) Prepare Letter of Invitation:
i. Write Letter
ii Print Letter 5/26
c) Submit invitation Letter for approval 5/26 6/9
d) Mail/email invitation Letters 6/11 - 6/17
5. Invite presenters/speakers for event 4/1 6/18
6. Contact VCS Catering (re: food to be served; select
Breakfast and Lunch items). 5/19 7/3
Finalize numbers with VCS after attendees confirmation 5/19 7/3
7. Security and Access
a) Security Plan
b) Notify VA Security staff 6/18
c) Discuss traffic management, parking, signage 6/18
d) Discuss Disability needs/services 6/18
4/25 5/26
Execute (implementing the plan)
• Securing a Mailing List of Invitees
• Requesting Speakers
• Mailing over 800 letters
• Food Service
• The Chapel (Air Conditioning, Etc.)
• Resource Material, Supplies and Giveaways
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Monitor and Control
• Day of Event
• Crowd Management
• Registration
• Food Service and Breaks
• Speakers/Timing
• Restrooms
• Surveys and Evaluations
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Close
12
• Evaluation:
Before and after data
Pre-Program Survey
Post-Program Survey
Scores and percent increase in each
Program Evaluation
Feedback from Staff
Invitation to do similar event at Brooklyn
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Educational Training Conference
On Veterans’ Needs and Services
Pre-Program Survey
Please Rate the following: (1=Lowest to 5=Highest)
1. Overall, how would you rate your knowledge of Veterans’ needs?
1 2 3 4 5 N/A
2. Please rate your awareness of VA services available for Veterans and their families.
1 2 3 4 5 N/A
3. Please rate your understanding of the Pyscho-scocial issues of Veterans.
1 2 3 4 5 N/A
4. How would you describe your level of understanding the spiritual needs of Veterans?
1 2 3 4 5 N/A
5. In the space below, please describe your knowledge of the unique needs of Veterans and your
confidence in addressing them.
Data on Effectiveness of Event
2.91 2.78 2.91
3.55
4.26 4.364.12
4.41
0
1
2
3
4
5
Overall, How would
you rate your
knowledge of
Veterans' needs?
Please rate your
awareness of VA
services available
for Veterans and
their families?
Please rate your
understanding of the
psychosocial issues
of Veterans
How would you
describe your level
of understanding of
the spiritual needs
of Veterans?
Before
After
14
46%
Increase
57%
Increase
46%
Increase
24%
Increase
Post-Event Feedback
• "The program was great"
• "Check audio-visual equipment ahead of
time"
• "Arrange participants' seating in a circular
format"
• "More frequent conferences including other
boroughs"
• "More information about CPE Training"
15
16
Request for Program at the
Brooklyn Campus• The Director of the Brooklyn Community Recovery
Centers emailed a request to have a similar event
in Brooklyn.
• Met with the Community Recovery center director
and Director of the Faith-based Initiative of the
Brooklyn Borough President’s Office at the
Borough Hall on July 22nd, 2015
• Projected audience: 150 members of the Brooklyn
faith-based community
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Lessons Learned
• Coaching was an invaluable help
• How do get things done in the framework of
the VA organization
• Program format: content and flow
• Value of networking
• Catering – role of food
• Venue- Chapel was conducive to learning
18
Thanks!
• Team Members:
• Stanley De Veaux
• Andrew Sioleti
• Muga Evans
• Martin Montonye
• Beth Putnam
• Alan Wikler
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