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 Support@CarePortal.org 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 support@careportal.org 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 support@careportal.org 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.)
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