Completed case study: Simplifying selection and improving allocation for Charityworks

Charityworks runs a one-year graduate development programme in the third sector.

The Problem

Charityworks wanted to learn how they could streamline their selection and matching processes to make them more efficient and effective as they scaled the programme up.

The Approach

Two Pro Bono O.R. volunteers analysed the contribution of selection components by analysing how the previous years’ results would have changed had they been omitted singly or in combination.

They used data on a selection of best- and worst-performing candidates to assess the predictive power of the different assessment activities

The volunteers recognised the matching candidates to posts as an example of the Assignment Problem and after reviewing the literature decided to approach it using the Hungarian Methgod.

They developed an Excel-based prototype using VBA to produce initial allocations.

The Solution

• The volunteers analysed the components of the selection process to show which ones were contributing to whether candidates passed the selection 
• They also showed which ones were better predictors of performance in post 
• They developed a prototype spreadsheet-based model to allocate candidates to posts

The Benefits

• Charityworks decided to dispense with their second stage assessment centre
• Charityworks were able to make more data-driven decisions about the remaining assessment activities 
• The volunteers learnt about a classic O.R. problem in a different setting and did some fairly intensive coding
• Charityworks are planning to take on a MSc student to carry the work on, so spreading awareness of O.R.

Charityworks commented: 'Dedicated volunteers committed to the project added great value for data/insight-driven decisions'

To view the case study slide and other completed projects with Pro Bono O.R. please visit: www.theorsociety.com/probono

Making a real difference makes it all worthwhile #volunteer #ORblog

I really enjoy managing the Pro Bono O.R. scheme and I see the value in the scheme for the volunteers, the organisations and the volunteers employers.

Everyday is different and rewarding in a different way. Some of the best days are when I receive feedback from the organisations who have received support. Today I got some feedback from the latest project we completed with PiP (Pursuing independent Paths)

The project with PiP was 'Understanding the effectiveness of training and development'. If you missed the case study slide you can view it here.

The feedback given by the Director and Accreditation Worker at PiP really encouraged me and put a smile on my face. It's fantastic to hear the value carrying out a pro bono project can make.

What went well?

"The volunteer grasped the concept of what we needed very quickly after a couple of initial phone conversations. We now have a working tool that is bespoke to our organisation’s needs. Importantly it is a very straightforward tool to use and user friendly for those with little Excel knowledge. We have already begun using this tool in live review meetings and grant applications."

What difference will this make to your organisation?

"We have a tool that allows us to measure student progress (individual or group) in quantifiable terms over the course of a year and present this information visually in a variety of graphs. Crucially, it also measures status quo, which is crucial to our beneficiaries and service.

Previously we have been relying on qualitative data such as verbal feedback or written observations.

This in turn is a way of monitoring and evaluating the organisations’ effectiveness in achieving three of our core outcomes.

We can present this data for students, parents and carers, and donors to see if they are achieving goals, internally for monitoring goal appropriateness and consistency, and externally in grant or commission applications and project monitoring."

Any final thoughts?

"THANK YOU SO MUCH - great match of your skills and our need. Staff awareness, and ownership of, impact and quality has increased as a result of this project."

For more information about the scheme, to see who we've worked with, read example case studies and to request support please visit: www.theorsociety.com/Pages/Probono/Probono.aspx

You can also connect with me via twitter (@FMcLeister) or LinkedIn

Helping the Hungry by Improving Processes

Helping the Hungry by Improving Processes (Press release)

The O.R. (Operational Research) Society runs a Pro Bono O.R. scheme which provides third sector organisations in the UK access to free O.R. consultancy that can help increase efficiency and effectiveness.  In April 2013 Welcome Centre food bank received support to help them to prepare for an increased demand on their services.

The rise in the number of people using food banks has increased dramatically in 2014. David McAuley, the chief executive of the Trussell Trust, says that in reality half a million people are struggling to feed their families.   

The Welcome Centre in Huddersfield provides emergency food and toiletries packs, household goods, bedding and clothes to people in crisis.  As proved to be the case in 2014, The Welcome Centre was expecting a big increase in demand and needed to know how the operation could be improved both in the short term and for the future when new IT and accommodation could be found.

The consultants studied documents relating to the Centre’s operation, and visited to see it in practice, its constraints and difficulties. They devised a questionnaire which was sent out to management, trustees, staff/volunteers, donors and referring agencies seeking initial views on problem areas and possible solutions.  They used the responses to the questionnaires to design a half-day workshop which was attended by a mix of trustees, the manager, staff and volunteers. The  workshop discussed problems and potential solutions, then considered ‘ideal ‘business processes for the future, to assist the trustees and management in designing systems to be used after the Centre’s move to new accommodation. Each group looked at a different set of processes: receiving, sorting and storing goods, and handling referrals, sorting out packs and handing to client. A report recommending quick wins and longer term plans was delivered and discussed by the trustees.

Outputs from the study included a management report which was discussed by trustees, suggestions for new IT systems and a summary of: problems faced by staff & volunteers, outcomes from workshop, quick wins and recommended future processes.

The benefits to the food bank were enhanced communication between all parties, appreciation by trustees of day to day problems facing staff/volunteers and vice versa, a clear list of problems together with simple quick solutions and process maps detailing: current processes and an outline of recommended future processes.

The Chair of Trustees said ‘With your input we feel we are more equipped to deal with the expansion of the organisation’.

The current feedback from the Welcome Centre is that things are much improved for two main reasons – improved accommodation with more space and the introduction of a new client database.  Many of the recommendations have been implemented and there is now a satisfaction with how things operate. 

For further information about Pro Bono O.R. and to see more case studies please visit: http://www.theorsociety.com/Pages/Probono/Probono.aspx or contact Felicity McLeister (O.R. Pro Bono Project Manager) on 0121 233 9300 or email felicity.mcleister@theorsociety.com

Food bank case study: See how O.R. is helping the hungry by improving processes

The rise in the number of people using food banks has increased dramatically in 2014. David McAuley the chief executive of the Trussell Trust says that in reality half a million people are struggling to feed their families.   

In an article in the Guardian, David McAuley said 'Going to a food bank is a last resort when all else has failed'  See the full article here.

Last year two Pro Bono O.R. volunteers were asked to help the Welcome Centre food bank. The centre was expecting a big increase in demand and needed to know how the operation could be improved both in the short term and for the future.  Following questionnaires and a series of workshops the Chair of trustees said 'with your input we feel we are more equipped to deal with the expansion of the organisation'.

For further details of the case study please see the slide below:

For further case studies please visit: http://www.theorsociety.com/Pages/Probono/Probono.aspx or for futher information please email me at felicity.mcleister@theorsociety.com