Follow Through Guidelines and Templates

Welcome to the Home-page for the Follow Through Guidelines. You may please find the relevant information that you need including templates for the guidelines. Links to download the same are provided on this page. Feel free to contact the Follow Through Solution Group for any further details or clarifications at mf_followthrough@meltonfoundation.org

FAQs -- Relevant questions you may have 

What are the Follow Through Guidelines?
These are a set of guidelines which aim to provide structure and workflow for Melton Foundation projects, teams and groups so that they meet their stated goals and objectives.

Why were the guidelines created in the first place?
A widely held view within the Melton Foundation is that MF group work is of greatly varying quality in terms of effectiveness, outcomes and deliverables, and member satisfaction. A survey conducted by the Follow Through Solution Group corroborated this opinion. These guidelines, therefore, were created to address this problem so that MF group work can achieve acceptable quality standards leading to outcomes that fulfill the MF’s Guiding Principle.

Are these Guidelines intended to replace existing group or project rules?
These Guidelines are not intended to substitute for existing MF policies, such as the Granting or Workgroup policies. In the event of any contradiction or confusion, please contact the Follow-Through Solution Group at mf_followthrough@meltonfoundation.org for guidance.

Will these guidelines ensure that my MF dream project sees the light of day?
No! These are guidelines, which should make the process of undertaking and pursuing an initiative more structured. The success of any project also depends on the actual effort members put into the work.

Do all groups have to follow 100% of the Guidelines?
They are generic and broad in order to encompass the various types of groups in the MF, yet can be specialized and localized for specific initiatives.

What are the templates?
The templates are tools for implementing the guidelines. These templates help you carry out standard procedures in a preset format, used as a starting point for a particular undertaking so that the format does not have to be recreated each time it is used. This also maintains uniformity among groups.

What is the difference between the guidelines and the templates?
Guidelines denote a specific process, and help give direction to ideas. Templates are practical tools that can be used to implement the guidelines.

Should I use all of the templates for my project? They seem too complicated and elaborate!
You need to pick and choose carefully the guidelines and templates that suit your project.

Who can use these guidelines?
These guidelines are applicable to all MF groups and projects.

How will the guidelines affect my project's working?
The guidelines will give group members a framework for agreeing upon a course of action and for identifying their roles, responsibilities for activities --and to each other--, and the other resources they need to successfully carry out their group’s activities.

I have specific doubts regarding the guidelines and /or templates. Whom do I contact?
Please email any of the Follow Through Solution Group members individually, or contact us at mf_followthrough@meltonfoundation.org

Downloads
Download the Follow-Through GuidelinesHERE! 
Download the Follow-Through Templates HERE!  
Download the Follow-Through PPT HERE! 

 Follow Through Templates
MF Group or Project Mission Statement Template  
Budget Template  
Internal Communications Plan Template  
Project Implementation Calender Template  
Roles and Responsibilities Matrix
Task Tracker Template
Sample Individual Accountability Template  
Follow Through Guidelines Presentation - Dec.20.2007 (PowerPoint 2007 Version)
Links to Additional Resources 
1. Gantt Charts Software (http://www.ganttproject.biz/)
2. MF Granting Policy: http://www.meltonfoundation.org/grants
3. Eva Plus Guidelines: http://www.meltonfoundation.org/Meloffice/updocs.htm
4. An Introduction to Grant Reports: http://www.techsoup.org/learningcenter/funding/page7036.cfm
5. Mission Statements: What to avoid : http://www.dilbert.com/comics/dilbert/games/career/bin/ms.cgi
6. Open Source Project Management Software: http://www.openworkbench.org/
7. Software tools for NGOs: http://base.ngoinabox.org
Brief Introduction to the Guidelines
This section is intended to provide a short summary of individual guidelines for follow-through of projects. 
A detailed exegesis of each of these guidelines is found in the document:

a. Project Definition
Group members must agree upon and clearly define their project. The tool for accomplishing this is a Mission Statement.

b. Ownership: Roles, and Responsibilities
Groups will only succeed if specific people take ownership for specific roles and responsibilities and if the group has the appropriate diversity of skills and cultures to accomplish its mission. Tools for defining these roles and responsibilities include developing a Responsibilities Matrix and Task Tracking by specific individuals in the group.

c. Internal Governance
Developing clear and democratic procedures that ensure consensus on decision as well as accountability for individual’s actions is critical. In addition to voting procedures, tools to empower active members and deal with non‐performing members help ensure strong internal governance of the group.

d. Group Communications
Understanding the types of internal communication appropriate for each group and setting up the appropriate email channels, frequency of realtime meetings, and other formats and technologies is critical. Groups also need to establish how and when they will communicate their work to the wider MF or other communities. All of this will entail developing a Communications Plan.

e. Time, Resources and Scope
Managing the time and resources available for the project are key to ensuring its successful implementation. Developing a Gantt Chart or Implementation Calendar and, where financial resources are involved, a clear budget will help ensure groups stay within the scope of their project and their available resources.

f. Reporting to Sponsors
Agreeing to periodic team reviews enables groups to compare their planning with their execution in order to make necessary adjustments and ensure continuous improvement. Also, for funded projects, submitting reports is a necessity to show what has been accomplished.

g. Lessons Learned and Best Practices
Systematically evaluating the group’s project is both a learning opportunity for the group’s members as well as a teaching opportunity for the wider MF community. This should be accomplished through evaluation meetings, surveys, or other means.

Contact Us: mf_followthrough@meltonfoundation.org