[NCUC-EC] Fwd: CROPP Updates - FY15 Admin Report - FY16 Progress - FY17 Status

[Rafik Dammak]

Hi everyone,

please find below the updates from the ICANN staff managing the CROPP
program , including the report from FY15.
some highlights:
- instead if allocating 5 slots, we can opt for single outreach engagement
event
- to start quickly allocating the slots in FY16 we have to prepare the
outreach strategy soon
- ALAC is using most of the allocated slots compared to GNSO. one reason is
that they start preparing quite early, consistently since the beginning of
the program i.e. CROPP cannot be planned in ad-hoc manner.
we don't have any guarantee that we will have CROPP for FY17 but we will
start planning with the assumption that will be renewed.

first step would be to review the current outreach strategy (
https://community.icann.org/display/croppfy16/NCUC+Outreach+Strategic+Plan),
update it (we should make more exhaustive and detailled roadmap) . then
listing potential events and conferences we would like to target and what
kind of outreach efforts we would like to conduct e.g. session, workshop,
side event etc.

Best,

Rafik

---------- Forwarded message ----------
From: Robert Hoggarth <robert.hoggarth at icann.org>
Date: 2016-04-15 0:24 GMT+09:00
Subject: CROPP Updates - FY15 Admin Report - FY16 Progress - FY17 Status
To:

Dear Community Leaders:



For your information, the purpose of this communication is threefold:



1)    Transmit the Community Regional Outreach Pilot Program (CROPP)
Administrator’s Summary Report (attached PDF) highlighting the processes
and outcomes for Fiscal Year 2015;

2)    Provide interim results for CROPP-FY16; and

3)    Advise you of the status of efforts to continue the program in FY17.



*CROPP-FY15 Administrator’s Report*



Attached you will find a report of ICANN’s experience after completion of
CROPP’s second full pilot cycle. We wanted to make sure that all you
program veterans as well as some of the new members of the group had this
background resource. It is a good summary of the efforts your communities
made last year to improve the program’s capabilities. The report contains
five chapters including: 1-Executive Summary, 2-Pilot Program Background
and Overview, 3-Results and Outcomes-FY15, and 4-Program Review. *[Note:
This Report is also readable and downloadable via the ICANN Community Wiki
on the CROPP-FY15 Communications page: https://community.icann.org/x/pIdlAw
<https://community.icann.org/x/pIdlAw>].*



The report is intended to be an exhaustive analysis of the program and, we
believe, is largely self-explanatory. As a result, we will not take time in
this transmittal to replicate the findings except to highlight the
following key results:



The program achieved 76% of its original plan meaning that, of the 50
budgeted travel allocations, there were 38 completed trips - representing a
211% increase over FY14’s results -


·   The At-Large RALOs confirmed 24 travelers (96%); the GNSO
Constituencies approved 14 travelers (56%).

·   Of the eight (8) operational ICANN regions identified for CROPP, trip
events (29) occurred in 6 of those regions.



As reflected in the Administrator’s Report, CROPP-FY15 is considered to
have been a highly successful year in terms of quantitative and qualitative
accomplishments. We would welcome any insights or feedback you have about
the program’s results or about the report's format and substance.



*CROPP-FY16 Progress To-Date*



As of 17 April 2016, we will have completed 9.5 months of CROPP-FY16, which
commenced officially on 1 July 2015. The following table shows results at
this milestone:



*CROPP-FY16 Activities*

*At-Large*

*GNSO*

*Total*

Outreach Strategic Plans Approved

5

100%

4

80%

9

90%

Trip Proposals (Events) Approved

10

--

4

--

14

--

Travelers Approved

13

52%

8 (*)

32%

21

42%

Travelers Pending Approval

3

--

0

--

3

--

*(*) The BC opted for the single outreach engagement event in lieu of 5
individual trips. That event was completed in September 2015; therefore,
the BC is credited with having utilized its 5 trip authorizations for the
purposes of reporting overall CROPP statistics.*



With nearly 80% of the CROPP-FY16 cycle elapsed, the number of approved
travelers has reached about half that level (42%). Part of the explanation
for the lower utilization rate so far this fiscal year may be attributable
to the added prerequisite in FY16 that each ICANN structure complete an
Outreach Strategic Plan. Those documents took somewhat longer to be drafted
and approved by individual communities than was initially envisioned.
Hopefully, now that most of them are completed, there will be new momentum
in identifying outreach events during the final stages of the FY16 program
cycle.

Please note that the end of the fiscal year is approaching fast and
remaining available FY16 CROPP trips must be taken during the FY16 fiscal
year.  With the 6-week operational deadline (before the date of a trip
activity) for formal submission and approval of all trip proposals, please
make sure any end-of-year activities are in the pipeline for submission as
soon as possible.



*Prospects for the Program in FY17*



>From our objective observations, the Program Administrators continue to be
bullish about the value of CROPP in helping to further ICANN’s global
outreach goals.  We greatly appreciate the effort your communities have
undertaken to document specific plans and objectives in collaboration with
the appropriate regional engagement leaders.



As a result, we have recommended to ICANN senior leadership that the
program be continued in FY17.  As with past years we anticipate some
evolution of the program – offering more flexibility where it seems
warranted from experience. Assuming that the program will be renewed (and
that is not guaranteed), one key factor of the FY16 program will continue –
the submission of a community outreach and engagement strategic plans. *To
be ready for early FY17 trips **–** those plans must be updated for FY17*.
If you have not started that process yet, we encourage you to do so as soon
as possible. The regional engagement teams found such documents invaluable
in connecting individual trip proposals with a longer arc of proposed
work.  We hope that your individual communities have also benefited from
these planning exercises and will become more comfortable with them over
time.





We welcome additional dialogue, input, and ideas from all of you as to how
we can continue to improve and maximize CROPP’s utilization for your
community outreach and engagement efforts.



Warm regards,



Rob Hoggarth and Janice Douma Lange

*CROPP Program Administrators*

—
*Robert Hoggarth *| Senior Director Policy and Community Engagement
robert.hoggarth at icann.org

*ICANN* | Internet Corporation for Assigned Names and Numbe
801 17th Street NW, Suite 400 | Washington, DC 20006
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