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.

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
• Planning Checklist

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.)