Planning Guide for Launching a New County

Overview

This article is a checklist that can be utilized as you prepare to launch CarePortal in a new county. It is designed to allow you to start planning and prepping four months in advance of the estimated county launch date. To fully launch these three things are required: at least one agency, MVI from active churches, and at least one implementing partner providing at least one network leader.

Intended Audience

Implementing Partners: Area Directors, Regional Managers, Ambassadors, IP Admins

This Article Covers

• 120 Days Before Launch: Planning Ahead
• 90 Days Before Launch: Initiate Ground Game & Add County Data
• 60 Days Before Launch: Fine Tune the Details
• 30 Days Before Launch: Promote, Enroll & Communicate
• 7 Days Before Launch: Practice, Confirm & Remind
• 24 Hours Before Launch: Final Prep
• Event Day
• Thank You's, Follow Up's & Story Time: After the event

120 Days Before Launch: Planning Ahead

• Identify internal staff roles (Who will be the regional manager, etc.)
• Approve agency leadership and sign the agreement (See Adding a New Requesting Agency)
• Identify 1-2 key church contacts ready to engage
• Review the entire contents of the Launch Event Toolkit
• Begin or Continue training churches (See Local Church Orientation PPT Template)

90 Days Before Launch: Initiate Ground Game & Add County Data

• Receive commitments from 2-5 churches (Varies by county)
• Create a launch event planning committee (Download & Review the CarePortal Network Structure & Roles)
• Submit County Data Sheet to [e-mail] so the new county's child welfare information appears on the CarePortal Map

60 Days Before Launch: Fine Tune the Details

• Agency Implementation Plan in progress (Rep identified, process solidified, and trainings scheduled)
• Secure a host site for the event (Choose a neutral location where all invitees will feel comfortable and welcome)
• Send official invitations
• Ensure key churches and agency leaders can attend
• Start the promotional process (Eventbrite event, social media, email, flyers, etc.)
• Receive commitments from 5-10 total churches (Varies by county)
• Recruit specialty volunteers

30 Days Before Launch: Promote, Enroll & Communicate

• Complete training of agency caseworkers (See Agency Training Orientation Template)
• Contact CarePortal Support at [e-mail] to notify them of your launch and confirm all required paperwork has been received in order to activate the county within the CarePortal system.
• Some counties execute a “soft launch” for practice runs.
• Continue promotion of event and county launch
• Begin preparing your event agenda (see section below)
• Invite local media (newspapers, TV, etc.)
• Invite pastor or community leader to share a short message at the event
• Organize music/worship team and plan if desired
• Complete press release template 
• Receive commitments from 8-15 churches (Varies by county)

7 Days Before Launch: Practice, Confirm & Remind

• IMPORTANT: Contact CarePortal Support at [e-mail] to confirm the county activation date in the system, along with the default IP and manager who the county should be assigned to.
  
• Ensure that enrolled churches have been activated in the system. You do not want to launch without any active churches! (See Local Church Orientation PPT Template)
• Prepare your presentation for the Launch Event (consider using a simplified version of the Church Orientation PPT Template and other videos from the CarePortal Vimeo Channel)
• Send personal reminders to all presenters and key attendees
• Identify (with Agency Rep) 1-2 “first requests” to be entered at the event
• Confirm food orders, if necessary

24 Hours Before Launch: Final Prep

• Set up at the host site
• Test A/V equipment
• Bring sign-in sheet
• Record name and email of anyone who did not RSVP

Event Day

Listed below is a suggested outline for the event:

• Welcome: Regional Manager shares vision
• Vision: CarePortal mission overview
• Collaboration: Community leader gives call to action
• Scope: Agency Partner shares about their agency and common local needs
• Technology: Live CarePortal Demonstration
• Encouragement: Local Pastor gives a brief message
• Celebration: Local Worship Pastor leads room in music
• Connection: Mingle to discuss strategy with other users and CarePortal staff

Watch a preview of a previous Los Angeles Launch Event. Please note: not all successful CarePortal launches are this large!

Thank You's, Follow Up's & Story Time: After the event

• Send follow-up email
• Send an email thanking attendees and inviting them to the first Engage Community Meeting.
• Thank your host site, sponsors (if applicable), volunteers, etc.
• Share your story (Tag any photos you took on social media under #careportal. Tag @careportal in any posts you see from participants or churches involved.)