Ministry/Program Planning Checklist
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Either the Ministry Development Facilitator (MDF) will contact Ministry/Program Lead or the Leader will contact the MDF to begin the planning process Access HSWWC.com, click on Ministry Development, Special Forms, choose the form you need, download and save on your computer – for those without computer access, please get a copy of the needed proposal from the Communications Room at the churc h Proposal completed Ministry Vision documented Mission and Purposed documented Proposal submitted to MDF via email (healingstreamstate@hotmail.com) in Microsoft Word format or for those without email access, put completed copy in MDF’s mail box at the church in the Communications Room Proposal in review by MDF (MDF will review prior to 1st Planning Meeting) If suggestions to or questions regarding the Proposal, MDF may apply them to the Proposal for the Leader/Teams consideration and ask that they be applied and/or ready to be discussed at the meeting 1st Planning Meeting scheduled (MDF or Ministry Leader will do) Team identified or being considered or in place (please circle) – team or key persons from team should attend meetings Administrative person for the team identified or being considered or in place (please circle) All persons involved in ministry(planning)/program are invited to attend meeting (notified at least 1-2-wks prior to meeting) – remember current days for Ministry Development are Tuesday and Thursday; however other days and locations can be considered Proposal copied and made available to/for all those in attendance Agenda for meeting created (MDF will provide Agenda template) 1st Planning Meeting held and attended (MDF will provide Attendance/Sign-n sheet Template) Timeline started (w/ tasks assignment, person responsible and due dates - MDF will provide Timeline template) Overall planning target completion date identified Modification to Proposal added Proposal updated and resubmitted Timeline updates applied (please bring updated and most current timeline to every meeting) Future (next) meetings scheduled Final proposal review Ministry/Program Manual components (Table of Contents) identified (MDF will provide Ministry Manual Template) Manual development assigned w/ completion date Ministry Brochure components identified (MDF will provide Brochure Template) Brochure development assigned (if not outside source) w/ completion date
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Created 8/05
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Ministry/Program Planning Checklist
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Brochure completed and reviewed by team and MDF (this should occur at least 2-wks prior to Final Review Meeting by Pastor) Flowchart created (MDF will do with Leaders assistance) Flowchart provided to Ministry Leader/Team for review Ministry Manual reviewed by team and MDF for context a. Standard Table of Contents include – others will be added depending on ministry’s need and operation
i. ii. iii. iv. v. vi. vii. viii. ix. Introduction HSWWC’s Purpose and Mission Ministry’s Purpose and Mission Ministry Spiritual Basis and Suggested Spiritual Gifts and Disciplines Ministry Roles and Responsibilities Ministry Members with contact and other information Ministry Organizational Chart Ministry Operations Appendix (forms, contacts, etc.)
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Updates applied and submitted to MDF for review(this should occur at least 2-wks prior to Final Review Meeting by Pastor)
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All persons in the ministry (if applicable) should receive a manual (if training required, give to them at that time) Ministry lead or an assigned person will update the Ministry semi-annually and resubmit entire revised manual to Church Office to replace previous. Please document versions either with date (month and year). Upon change of the Ministry Leader, all materials are to be turned into the church office or the new Ministry Leader.
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Final Review w/ Ministry Leader, Pastor and MDF scheduled thru the office (MDF will do) – In
some instances, all programs may not be required to do this – please verify with MDF
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If training for ministry participants required, schedule training thru the office using Meeting Request Form (Form can be obtain from Special Forms option, or the Communications Room or the Church Office. The Ministry/Program Leader will complete and schedule) If updates/modification/corrections arise from Final Review meeting, apply and submit Final Release to MDF – MDF will submit Final Documents (whatever was re-reviewed, i.e. manual, brochure, org chart, etc.) to the Church office for Pastor’s files. All documents/correspondence being mailed out must be reviewed by the MDF and submitted to Pastor for approval – mailing will be handled by the church office unless otherwise informed.
Timeline should indicate appropriate mailing before event. Suggest at least 1-month prior to event and 2-3 months if a request to serve. However, depending on need i.e, donations or a specific person, this may need to go out much sooner
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Goal: At least 2-weeks month prior to the Ministry being roll-out the Church and/or Community, the checklist should be completed
Created 8/05
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Ministry/Program Planning Checklist
Ministry/Program Planning Checklist
For Programs Only All proposals should be submitted at least 2-3 months out from the proposed or scheduled date of the Event/Program. Goal: At least 1-month prior to the event, the checklist should be completed. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19.
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Budget created (MDF will provide) Budget completed Budget submitted to MDF Budget reviewed by the MDF and/or Pastor Budget discussed with Pastor and Program Lead Budget approved by Pastor (should be done as soon as planning and needs have been establish – should not move forward with solidifying any thing that cost before budget is approved) Flyer/Invitation created Flyer/Invitation submitted to MDF Flyer/Invitation reviewed by the MDF and/or Pastor Flyer/Invitation approved by Pastor If applicable, Letter/Correspondence created (MDF will provide Template) L/C submitted to MDF L/C reviewed by MDF and/or Pastor L/C approved by Pastor Date for mailing set (should coincide with Timeline) Documents (i.e., letter, flyer, etc.) mailed (proof, proof, proof - all mailing will be done by the church office, unless otherwise communicated – depending on the event, information should go out at least 1-month not less than 2-weeks prior to the event) If speaker, entertainment, rental items, security, outside facility, etc. needed – confirm at least 2-3 months prior to the event Meeting with all effected HSWWC ministry areas is scheduled using Meeting Request Form (try to give at least 10 days notice – send out reminder at least 48-72 hours prior) Meeting attended and attendance taken (this meeting should occur as soon as Program Lead/Team know of their needs. As well, another meeting should occur at least 1-2wks prior to the event to verify everyone’s role and status of assignment; however the Program Lead should stay well informed of the status of each areas assignments) All receipts and invoices turned in within week of purchase and ALL receipts within 2-weeks of event/program conclusion – any items not originally budgeted for (apart of the approved budget) must be discussed with MDF and approved by Pastor and/or Lady Carol
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Created 8/05
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Ministry/Program Planning Checklist
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Wrap-up meeting scheduled – purpose to obtain input/feedback for sections J-L in the Program Manual (all area leads and the ministry lead will be notified and asked to attend – can also submit written info directly to Program/Event Lead for consolidation overall section - in some cases this may not required) Program Manual completed with following sections (would like all binders for program manual to be black with section separators and table of contents) a. Completed and Final Program Proposal b. Completed and Final Timeline c. Completed and Final Budget d. Team – their roles and contact information e. Contacts: catering, outside media (print and audio/visual), furniture/party rentals, etc. with a name, address, phone # cost, etc f. List of needed items/resources (including people) for this event/program g. Final letter, flyer, invitation, etc. h. Same meeting agenda i. Disk with all files from the program in pocket (if an annual event, the disk be submitted in lieu of the manual) j. Actuals: cost, # of people, estimated time put into planning and executing by each area, etc. k. Challenges – what would I do differently or better or not do again (may want to ask each area lead to make suggestions) l. Suggestions for next person (or self) who may lead (may want to ask each area lead to make suggestions) Program Manual submitted to MDF for review (not for context but content - that all sections have required information. MDF will submit to church office. Program lead will keep a copy for them self to be updated as need; particularly if an annual event. Updates should be added to the church office copy as well. Upon change of the Program Lead, all materials are to be turned into the church office).
Created 8/05
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Ministry/Program Planning Checklist