A Pilot Program is a preliminary trial - based initiative designed to test the feasibility , effectiveness and impact of a new concept , process , product or service on a limited scale before a full - scale rollout . Pilot Programs are intended to provide insights and data that will inform decision - making and help refine or validate the proposed innovation . Pilot Programs must be presented to the Optimist International Board ( OI Board ) for approval with the following criteria included in the proposal : 1 . Set Term : Each Pilot Program must have a clearly defined term , which is the time frame during which the P ilot Program will be operational . D epending on the complexity and scope of the initiative the set term for a Pilot Program could be between three months to a maximum of three years . Extensions to the term may be granted based on the results of interim evaluations with any extension formally approved by the OI Board . 2 . Objectives Outline a . One of the following criteria must be the primary objective for the P ilot P rogram : i . Support Clubs in their viability ii . Strengthen m ember personal development iii . Expand revenue for Optimist International ( OI ) iv . Increase growth in membership v . Create new service in communities b . The supporting documentation of a Pilot Program shall include : i . An e valuat ion of the feasibility and practicality of the proposed initiative in a real - world setting ii . What empirical data and user feedback will be gathered and how , to identify strengths , weaknesses and potential areas for improvement iii . T he Pilot P rogram's potential impact on OI , Districts , Clubs and / or m embers and operational processes iv . Assess ment of resource requirements and any unintended consequences 3 . Financial Impact : A Financial Impact Study must be conducted both prior to the launch of the Pilot Program and upon its conclusion . This study should include : a . Pre - Pilot Program Financial Analysis : i . Budget Forecast : Outline the estimated costs associated with the P ilot Program including direct expenses ( e.g . , equipment , personnel , marketing ) and indirect costs ( e.g . , administrative support ) . ii . Funding Sources : Identify the sources of funding for the P ilot Program including internal budget allocations and external grants or investments . iii . Expected Financial Benefits : Project potential cost savings , revenue generation or other financial benefits that the P ilot Program aims to achieve . The Financial Impact Study report should be reviewed by the Finance Committee to ensure that financial considerations are thoroughly evaluated before making decisions on program initiation . 4 . Oversight Committee : It must be established in the proposal which committee will oversee the progression of the Pilot Program . That committee will continue to evaluate the Pilot Program , and this oversight will be an agenda item on the committee agenda during the term of the Pilot P rogram and will be on any future Committee Charge Letters should the term exceed the current year . 5 . Exit Strategy if Not Continued or Implemented : If a decision is made not to continue or fully implement the Pilot Program a detailed impact assessment must be carried out . This assessment should include : a . Analysis of the reasons for discontinuation and their implications for the organization b . Evaluation of the impact on OI including any negative effects or disruptions caused by the P ilot Program c . Recommendations for mitigating any adverse effects and managing OI expectations d . Documentation of lessons learned and potential improvements for future initiatives The impact assessment report should be presented to the OI Board to ensure transparency and informed decision - making . 6 . Communication of the Pilot Program : Effective communication is critical to the success of a Pilot Program . The following steps should be taken to ensure that all m embers are informed : a . Initial Communication i . Announcement : Upon approval of the Pilot Program a formal announcement should be made to all m embers . This announcement should include the purpose , goals and anticipated outcomes of the P ilot Program . ii . Details : Provide detailed information on the Pilot P rogram’s term , key milestones and any expected changes to processes or workflows . b . Ongoing Communication i . Regular Updates : Regular updates should be communicated throughout the P ilot Program ' s term . These updates should cover progress , interim results and any adjustments to the Pilot P rogram . ii . Feedback Channels : Establish and maintain channels for m embers to provide feedback or ask questions . Ensure that this feedback is reviewed and addressed in a timely manner . c . Post - Pilot Communication : i . Results Presentation : At the conclusion of the P ilot Program , communicate the results including successes , challenges and lessons learned . This should be shared with all m embers involved in or impacted by the P ilot Program . ii . Future Steps : Clearly outline any decisions made regarding the continuation or scaling of the initiative based on the P ilot Program results and provide information on the next steps , if applicable . 7 . Review Process : There shall be a review process . A comprehensive review of the Pilot Program must be conducted at the midpoint and at the conclusion of the set term . The review should include : a . Assessment of the progress made towards achieving the Pilot P rogram's objectives b . Analysis of collected data and feedback from participa ting Districts , Clubs , m ember s and / or entities c . Evaluation of resource usage and operational challenges encountered d . Identification of any modifications needed to improve the Pilot P rogram or address unforeseen issues e . Post - Pilot Financial Evaluation : i . Actual Costs : Compare actual expenses incurred during the P ilot Program with the initial budget forecast . ii . Return on Investment ( ROI ) : Evaluate the financial returns or savings generated by the P ilot Program relative to its costs . iii . Cost - Benefit Analysis : Assess whether the financial benefits of the P ilot Program justify the costs and whether the initiative is likely to be cost - effective if scaled . The Financial Impact Study report should be reviewed by the Finance Committee to ensure that financial considerations are thoroughly evaluated before making decisions on Pilot P rogram continuation or scaling . f . R ecommendations for scaling or modifying the initiative based on P ilot Program findings The review report should be prepared by the Oversight Committee and submitted to the OI Board for evaluation . Approval and Oversight : All Pilot Programs must be approved by the OI Board before commencement . The OI Board may assign an OI Committee to be the Oversight Committee of the Pilot Program . The assigned Oversight C ommittee is responsible for reporting the Pilot P rogram’s progress to the OI Board when requested to do so . The assigned Oversight Committee is charged with ensuring compliance with this policy and making recommendations regarding the continuation or termination of the P ilot Program based on review findings , financial imp act study results , communication effectiveness and overall impact assessments . ( Sept 2024 )

( Aug 2024 )