SAINT PAUL PUBLIC LIBRARY AND THE SAINT PAUL PARKS AND RECREATION DEPARTMENT COLLABORATION AND EFFICIENCY STUDY

To ensure that each project runs smoothly and effectively achieves its objectives, Wilder will facilitate key planning, communication, and project management activities.

Task 1a: Hold a preliminary meeting to discuss the scope of services.  

Once the project has been identified and this contract amended as needed, and the City provides notice to Wilder, Wilder will begin by meeting with the Audit Committee and/or the relevant department(s) to understand the full scope of each project, identify project stakeholders and answer any remaining questions about Wilder’s approach and the project proposal. This meeting will take place within two weeks of executing this contract. The activities and tasks outlined in this proposal are subject to change, depending on new or updated information or timelines, as shared by the Audit Committee and/or the relevant department(s).

Task 1b: Hold check-in meetings with the Audit Committee (ongoing).  

Wilder will host check-in meetings with the Audit Committee and/or the relevant department(s) to continually review the work plan, plan key tasks, discuss updates on work progress, and problem solve challenges. These meetings take place via an online platform (preferably via MS Teams or Webex). Meetings may be more frequent at the start of the project (weekly). Wilder and the Audit Committee and/or the relevant department(s) will schedule meetings as needed.

Task 1c: Provide project management and communication (ongoing). 

Wilder will facilitate ongoing communication and project management through project meetings described above, by updating the project work plan, and other project management documents.

Task 1d: Finalize list of stakeholders for data collection.  

Wilder will work closely with the Audit Committee and/or the relevant department(s) to build a list of stakeholders that is concise enough to meet timeline and budget constraints, but robust enough to garner detailed information and perspectives on the structure and finances for each project. Wilder will work with the Audit Committee and/or the relevant department(s) in the early planning phase to identify a list of key stakeholders who can speak knowledgeably about the existing structure and financing of projects. Stakeholders could include (but are not limited to) community groups, city staff, city partners, and individuals with expertise in an area related to the project.

Deliverables (Month 1)

• Project work plan with expected processes and timelines for each task.
• Finalized list of stakeholders developed in collaboration with the Audit Committee and/or the relevant department(s).

Task 2a1: Document review.  

In cooperation with the Audit Committee and/or the relevant department(s), Wilder will conduct a broad document review to gather needed information to gain a complete understanding for each study.  Examples may include historical documents, city council resolutions, previous audit reports, legal reports, financial information. For this approach, given the short time frame, Wilder will need to establish a cut-off point for reviewing documents to meet the budget and deadline for reporting.

Task 2a2: Collect and analyze documents.  

Wilder will work with the Audit Committee and/or the relevant department(s) to gather relevant information and documents, thoroughly review available documents for analysis using a review checklist as our guiding tool. The key themes and patterns will be synthesized for inclusion in the final report.

Engaging stakeholders is a critical component of this project. Wilder will also work with the Audit Committee and/or the relevant department(s) to develop key questions and data collection tools to use throughout each project.
 

Task 2b: Develop a list of common questions to ask stakeholders.  

To assure a level of consistency in reporting, Wilder will develop a list of common questions that can be tailored and used across data collection activities. Questions will examine the existing structure and finances of the city service, particularly, consistent challenges and barriers to providing quality services in a timely manner.

Task 2c: Conduct 1 to 3 focus groups or listening sessions with key stakeholders, for example, city leaders, city staff, community partners, and community members.  

City staff have unique knowledge about the structure and financing of city services.  Wilder proposed conducting 1 to 3 focus groups or listening sessions (depending on the number of attendees) with relevant stakeholders. Focus groups/listening session may be virtual or in-person depending on the needs of focus group/listening session members and budgetary constraints. Wilder will ask the Audit Committee and/or the relevant department(s) to help identify and select relevant, potential attendees early in the project with a goal of having 5-6 members per focus group or if more individuals are available, more than 6 and up to 15 for a listening session. The final list of stakeholders, city staff, community partners and community members are subject to the Audit Committee and/or the relevant department(s)’s project lead’s approval before the session can commence.

Task 2d: Conduct up to 3 key informant interviews with the leaders overseeing each service area that is the subject of a Wilder evaluation.  

Wilder proposed conducting up to 3 key informant interviews with city services leaders (e.g., director/manager of the city service area) on the structure and financing of the service area. Wilder will ask the Audit Committee and/or the relevant department(s) to help identify and engage service area leaders.

Task 2e: Conduct a survey of identified stakeholders.  

Depending on the size of the service area, Wilder may conduct a survey of stakeholders, such as city staff, city partners, and relevant community groups. The survey will likely consist of closed-ended questions (rather than open-ended) to meet timeline and budgetary parameters. Survey questions require preliminary review from the Audit Committee and/or the relevant department(s) to ensure that the survey Wilder develops align with the study’s intent.  The Audit Committee and/or the relevant department(s) will make best efforts to support and assist Wilder with filling in any gaps in the list of potential respondents, including respondent name, organization, and email address.

Task 2f: Conduct a financial evaluation of the service area if needed.  

Depending on the scope of each project, other Wilder staff may be brought on the team to evaluate the financial needs of the service area. For example, when a financial evaluation is needed, Wilder will use staff with expertise in conducting a Return on Investment (ROI) analysis to evaluate the efficiency of the investment made to perform and deliver the service. Wilder will calculate the benefit (return) of the investment compared with the cost of the investment.

Deliverables: (Month 1 and 2)

• Document review checklist
• Questions/data collection tools

Wilder will analyze findings and prepare two reports for each project: a mid-term report updating the Audit Committee on progress, challenges, and potential opportunities and a final comprehensive report with findings and recommendations. Both reports will be fully accessible and in a city-approved format.

Task 3a: Analyze results and determine themes and findings.  

Wilder will conduct a thematic analysis of qualitative data collected (survey, focus group, key informant interviews) and will use SPSS for quantitative analysis. The analysis will examine respondent experiences with the current service, as well as suggestions for improvements. Analysis could also include mapping current organizational and financial structures, along with potential alternative models.

Task 3b: Write a mid-term report.  

Wilder will write a mid-term report during Month 2, updating the Audit Committee and/or the relevant department(s) on the progress of the project, the challenges, and potential opportunities. The draft report will be submitted to the Audit Committee and/or the relevant department(s) for feedback to incorporate their edits before submitting a final mid-term report and mid-point update at an Audit Committee meeting.

Task 3c: Prepare a final report and present findings.  

Wilder will prepare a draft final report in Month 3, sharing findings and recommendations with the Audit Committee and/or the relevant department(s) for feedback. The feedback will be incorporated into the final report. Wilder will make two in-person presentations to share results of the work using a PPT format at an Audit Committee meeting and the City Council meeting.

Deliverables: (Month 2 and 3)

• A mid-term report,
• A final report, and
• Two in-person presentations including PPT slides.

Biography

Naw-Amelia supports and provides assistance towards many different research projects. Her primary interest of research is early childhood development, areas of immigrants and refugees topics, and library resources.

Naw-Amelia holds a bachelor’s degree in developmental psychology with a minor in family therapy from the University of Minnesota – Twin Cities. While getting her degree, she worked as an undergraduate research assistant. Her main focus was to work on the effect of ethnic studies in a student’s identity towards race and class. In that role, she worked with focus groups, data collection, and literature review.

Outside of work, Naw-Amelia loves to read while snuggling with her dog, Winter, listen to new music, and build LEGOs.

Biography

Audrey assists and supports multiple research projects with data collection, surveys and analysis. Her research interests include topics such as globalization, microfinance, privatization, as well as research that focuses on diversity, equity and inclusion, racial injustice, immigration, refugee health and education.

Audrey graduated from St. Catherine University with a major in economics and minors in statistics and finance where she conducted academic research involving conditional cash transfers, debt and its impact in developing countries, income disparities in the Twin Cities and women’s education in Sub-Saharan Africa. She has also conducted academic research through Research In Color Foundation, where she looked at school support programs. Audrey also served as the St. Catherine University Student Body President, engaging students and faculty in community settings.

Outside of work, Audrey enjoys exploring restaurants and cafes, spending time with loved ones, reading books, and binge watching movies.

Kingston Fellowship Award Winner: Audrey is a Research Associate and plans to use the Kingston Fellowship to pursue a Master’s degree in Finance. Her objective is to leverage the skills she will get in financial analysis to help in the evolving landscape of emerging projects that want support assessing their overall strategic direction, including looking at financial records to understand how expenditures could better align with strategic goals.