Along with the Board of Directors of EFAP/North – PAEF/Nord,
I am happy to offer you our Strategic Plan Annual Report
for 2006.
As outlined in our plan, the strategic thrusts involve
three major issues identified as critical issues through
the strategic planning process we embarked upon in 2005.
The Board and staff have been busy, working toward
meeting the goals set out in the plan.
This annual report is an update on the work done thus
far and the tasks projected for upcoming years. Through
this process, the Board and staff are confident that our
service delivery, business practices and overall
accountability to you will be enhanced. Your feedback
during the planning process was an integral part of
setting the course for our future. We hope that you
continue to dialogue with us in making our organization
stronger and able to better serve you.
This document represents the present Board’s continued
efforts at ensuring that the highest quality services
will continue to be offered to all of our member
organizations. After all, Board members are EFAP
members, too!
We look forward to your continued feedback and
participation as we implement the priorities identified
herein.
Yours Truly,
Ray Landry
Chairperson
EFAP/North – PAEF/ Nord
Encl.
MISSION STATEMENT
EFAP/North, through a proactive,
preventative and wellness focus, builds stronger
families, encourages health and safety, and positive
relationships in the home, workplace, and in the
community.
VISION STATEMENT
EFAP/North will be the best and
largest provider of Employee and Family Assistance
Programs in our community. We will be recognized as a
leading contributor to the well-being of our employees,
families, worksites and communities.
Business Practices
Objective
To research and implement best business practices within
the industry.
Key Actions
To strike a
committee that will:
Review the
current services delivery model, including but not
limited to funding structure with comparisons to
service providers;
Committee
structure within member workplaces;
Human resource
allocation;
Cost/benefit
analysis: and
Make
recommendations for changes if warranted
Accountability
The responsibility for achieving these tasks was given
to a committee of the Board called the Business
Practices Committee.
Committee members:
Laura Pierce,
Vice-President
Yvonne Taylor, Treasurer
Richard Beauchamp, member
Ray Landry, President and ex-officio to the
committee
Michel Bradette, Executive Director, staff support
Actions Taken
Business
Practices committee was struck, comprised of 4 Board
members with the Executive Director as its staff
It met on 4
separate occasions from March through to April 2006,
reporting to the whole Board on 2 separate occasions
The committee
focused on the issues of: the FTE formula and
billing practices; usage documentation through a
membership cards; reporting (to member
organizations); office and telephone coverage;
program documents and guidelines; workplace EFAP
Committees; funding supplementation
It submitted 10
recommendations to the Board for their approval
Programming (counseling, education, prevention)
Objective
To ensure that our programming is meeting the current
and future needs of our member organizations.
Key Actions
Establish a
committee that will:
Evaluate and/or
implement processes that will measure service
delivery and satisfaction;
Identify needs
and trends;
Recommend
adjustments in programming relative to measured
performance and identified trends.
Accountability
Responsibility was given to a committee of the Board.
This committee was named the Programs and Services
Committee.
Committee Members:
Paulyne Charron,
Past President
Mike Bechard, Secretary
Tracy Bethune, member
Ray Landry, President and ex-officio to the
committee
Michel Bradette, Executive Director, staff support
Actions Taken:
Program and
Services committee was struck, comprised of 4 Board
members with the EFAP Coordinator as its staff
It held two
meetings, reporting to the Board once
The committee
determined that its activities depended on the
resulting work of the Business Practices and
Communications and Marketing Committees and that it
could not recommend actions to be taken until it
could gather the needed data from staff, managers,
and worksites and therefore limited its work to
identifying ways to gather information in a
consistent way.
Identified that
its work is of an on-going nature and may become a
permanent committee of the Board.
Communications and Marketing
Objective
To develop a communications and marketing plan based on
value, partnerships and excellence in service delivery.
Key Actions
To develop
strategies and practical tools that will enhance:
Member
retention;
Recruitment;
and
Community image
and awareness.
Accountability
Responsibility for this task was given to a committee of
the Board. This committee was called the Communications
and Marketing Committee.
Committee Members:
Laura Pierce,
Vice-President
Yvonne Taylor, Treasurer
Diane McGee, member
Pat Madill, member
Ray Landry, President and ex-officio to the
committee
Michel Bradette, Executive Director and staff
support
Debbie Maltby, Administrative Secretary
Actions Taken
A
Communications and Marketing committee was struck,
comprised of 4 Board members, along with the EFAP
Coordinator and Administrative Assistant
It met on 3
occasions.
The committee
identified and reviewed the various tools being
utilized for marketing, info sharing, communicating
changes, resources, and services.
It implemented
a survey of workplace CEOs, Managers, EFAP
Committees and Representatives that implicated Board
members and reported the results.
RECOMMENTATIONS OF THE BUSINESS PRACTICES
COMMITTEE
Goals:
Thrust 1
Recommendation – 1
That business practices be established and communicated
to the member organizations to include annual billing.
Annual payment and clarification and application of the
definition of full-time equivalency.
Achieved and ongoing – clarification of FTE’s needs to
be resolved.
Responsibility : Executive Committee Recommendation – 2
That membership cards are issued to each employee
eligible to utilize EFAP services and that they be
distributed to all member organizations on an annual
basis
Achieved and ongoing
Responsibility: Executive Director and staff
Recommendation – 3 That statistical reports are provided to member
organizations through the CEO/HR department and EFAP
Committee Chair on a quarterly basis or as requested.
Achieved and ongoing
Responsibility: Executive Director/admin. Staff
Recommendation - 4 That the communication and clarification of roles
and expectations of/from EFAP North be referred to the
Marketing Committee for further action.
Achieved
Responsibility: Communications and Marketing Committee
Recommendation – 5 That the Board of Directors form a small working
group to further explore the workplace committee
structure, development, and function.
Achieved
Responsibility: Board of Directors
Recommendation – 6 That the concept of “ad-on” services be referred to
the Program and Services Committee for further
investigation
Ongoing
Responsibility: Programs and Services Committee
Recommendation – 7 That EFAP North Board plan and execute an annual
fundraising activity.
Ongoing
Recommendation – 8 That a plan be developed to build capacity for
administrative functions, including a staff roster of
skills and expertise.
Ongoing
Responsibility: Board of Directors
Recommendation - 9 That a business case template be developed by which
to plan and analyze the impact of new growth
opportunities.
Achieved
Responsibility: Board of Directors and E. D.
Recommendation – 10 That the current administrative allocation be
increased to 60% of the Executive Directors time, and
further increase the administrative allocation by 2.5%
for each additional 200 FTE’s to a maximum of 70%.
Responsibility: Board of Director
Achieved and ongoing
RECOMMENDATIONS OF THE PROGRAMS AND SERVICES COMMITTEE
Thrust 2
Recommendation - 1
To gather data consistently to determine the ongoing
needs of the membership in order to provide appropriate
responses to those needs.
Defer this
committee’s work until the 2 other committees have
submitted their recommendations to serve as guidance
for their ongoing activities.
Ongoing
Responsibility:
Programs and Services Committee
RECOMMENDATIONS OF THE COMMUNICATION AND MARKETING
COMMITTEE
Thrust 3
Recommendation – 1
That the “Insight” newsletter be utilized as a marketing
tool when offering our services to potential members.
Achieved/ongoing
Recommendation – 2
That utilization rates be shared with members on a
quarterly basis or as requested by member organizations
-Achieved/ongoing
Responsibility: Executive Director/admin. staff
Recommendation – 3
Revamp our monthly newsletter - to offer core sets of
information, plus features on workplace committee
activities, highlighting resources, upcoming
workshops/training, and workplace wellness information,
as well as features on individual members and
organizations
-Ongoing
Responsibility: Board of Directors/staff
Recommendation – 4
Organize and implement a “renewal” meeting – in mid
January 2007 with a focus to getting at least one
representative from each of our 33 member organizations;
with a view to providing guidance on committee
functions, purposes, share templates for reporting, and
creating a network of support for committee reps,
provide a revised “EFAP Tool Kit”.
-Achieved
Responsibility: Board of Directors/ staff
Continued Action
“The document is not the action!
It is our responsibility to breathe life into the plan.”
The actions and
achievements to date are but a beginning in what is a
three-year plan for improved service delivery. What is
not mentioned is the ongoing vigilance required to
ensure that the plan remains sound and the direction
appropriate. Our ability to change course when needed
will ensure a successful journey and continued growth.
This cannot be done without maintaining a sharp eye on
the changing landscape on which we navigate. Your
continued support and feedback ensures our success and
future.
Communicating our plan and the positive steps being
taken to achieving our goals is a Board priority and
will be done through the following:
Sharing the
plan with our membership at various events, on our
website and through correspondence; and
Communicating
and marketing changes in EFAP business, services,
and programming regularly over the next year through
mail out packages, AGM reports, town hall meetings,
EFAP member and committee training sessions, news
letters, website and other communications tools
available.
The board and staff
are committed to provide you with the best Employee and
Family Assistance Program possible. We thank you for
your continued support.
