Implementation training updated 9.27.13


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  • Dosage & Frequency – Take 1 vitamin three times a day for 10 days.
  • Implementation training updated 9.27.13

    1. 1. + Alcohol Prevention Project (APP) Implementation Training: Sept 30 – Oct 8 Developed by CITF Coaching team at GSU Breaking New Ground APP Implementation Step 4
    2. 2. + Congratulations! Welcome to Implementation!
    3. 3. + Special Announcement Starting October 1, 2013 gets a refresh
    4. 4. + Getting started…  Review the prerecorded overview of the Implementation Tools and Guidance Document (GD).  Attend the training or review the slides and materials.  Review with your CPAW.  Use the tools and GD to complete and submit your plan.  Plans will be reviewed by RPS.
    5. 5. + Training Objectives  List the 4 core areas of Implementation in the SPF  Describe the functions and purpose of the APP Implementation Process  Apply the 3 parts of the Implementation Plan Participants will be able to….
    6. 6. + Agenda I. Provide an overview of Implementation within the context of the SPF Steps II. Provide an overview of the APP Implementation‟s approach and steps III. Review APP Implementation tools IV. Review Implementation guidelines & requirements During today‟s training we will…
    7. 7. + Strategic Prevention Framework First introduced to States and Territories as a grant funding stream for prevention Georgia was a SPF-SIG state in 2005 – 2009 (Cohort III) SPF lives on in an expanding list of grant systems: Federal HHS, private, and military The state of Georgia is one of the first states to align block grant with the framework.
    8. 8. + Guiding Principals of the SPF  Data drives decisions  Comprehensive approach using a public health model  System is developed or strengthened in a manner that works towards outcomes  Emphasis on outcome-based substance abuse prevention  What it means to be “strategic”  How the Strategic Prevention Framework will guide your work to produce outcomes
    9. 9. + Overview of the APP Implementation Approach
    10. 10. + People don‟t plan to fail… They just fail to plan. PLANNING MAKES THE DIFFERENCE
    11. 11. + Implementation Glossary Fun Instructions: Pair up with another Provider to complete the crossword puzzle handout.
    12. 12. + What is an implementation plan? Management tool  Illustrate critical steps in starting a project  Guide or map A guide for developing the program  Proactive vs. reactive  Identify challenges early in the process
    13. 13. + Why is an implementation plan important?  Creates time and a process for thinking through critical components.  Allows for anticipation of challenges  Proactive vs. Reactive  Critical steps detailed in advance  Common understanding among staff and collaborators (i.e. CPAW, Partners)  Regardless of level of involvement or development, everyone understands the goal of the program  Identify and resolve discrepancies before they become costly  Time spent on implementing quality plan and not putting out fires
    14. 14. + How will the implementation plan be used? Charts the course from thought to action LIVING DOCUMENT  Should be reviewed at staff/CPAW meetings  Should be revised as necessary
    15. 15. + APP Implementation Plan There are 11 tabs included in the APP Implementation Excel Workbook. Each of the BOLDED sections will be discussed in detail. Tab 1 – Basic Instructions Tab 2 – Provider Info & MOU Tracker Tab 3-5 – Project Management Plan Tab 6 – Examples for the Action Plan  Tab 7-9 – Detailed Action Plan  Tab 10 – Example Milestone Timeline  Tab 11 – At-A-Glance Milestone Timeline
    16. 16. + Tools Tab 1 Tab 1: Tool Instructions - Provides basic instructions on how to complete the tool set.
    17. 17. + Tools Tab 2 Tab 2: Provider Information - Provider populates information and can track MOUs Guidance Document: P.6
    18. 18. + Project Management Plan Scope is the definition of what the project is supposed to accomplish and the budget (of time and money) that has been allocated to achieve these objectives.
    19. 19. + Tools Tabs 3 - 5 Tab 3 – 5: Project Management - In this section, providers will fill out information regarding their strategies, staffing, recruitment, and community readiness. Guidance Document: Start on P.6
    20. 20. + Project Management Plan (con’t)  Staffing  Recruitment  Retention  Training(s) – Best Practice  Target Population  Recruitment  Retention  Community Readiness  Planned Activities to increase readiness around APPROVED Prevention Portfolio Strategies
    21. 21. KEY COMPONENTS OF THE PMP BRIEF EXPLANATION EXAMPLES Program Implementation Indicators This represents benchmarks that need to be carefully considered prior to implementation. Staff to be hired Participant Recruitment Monitoring Fidelity How data will be collected How will this be implemented? Discuss the plan for achieving each indicator, per strategy. Monitoring Tools Discuss the mechanism that will be used to track each indicator. Hiring contracts Signed enrollment & permission slips Quality Assurance Observation Forms Information system to track timely submission of data collection tools Achievement Measure Discuss what measure will be used to demonstrate achievement of the indicator/benchmark. Successful hiring of qualified professionals 95% of enrolled participants attend the program Participant evaluation of program implementation % of timely submission of data collection instruments
    22. 22. + Project Management Plan: Monitoring & Achievement Measures  Examples of Monitoring Tools  Monthly Reports  Meeting minutes  Attendance Sheets  Pre/Post Tests  Satisfaction Surveys  Staff Observations  Teach-back Peer Evaluations  Referrals  Screening Forms  MOUs  Examples of Achievement Measures  Participant Participation Records  Staff Retained throughout the year  Compliance  % of Stakeholder Buy-In  Attendance at Training
    23. 23. + Project Management Plan (con’t)  PRE - EVALUATION PLAN CONSIDERATION (not to be addressed at this time)  Fidelity  Evaluation & Data Collection
    24. 24. + ACTIVITY Scope Scenarios  Pair up with another participant to review one of two Scope Scenarios and to process the questions at the end.  After 7 minutes, the two scenarios will be processed together as a group.
    25. 25. + ACTIVITY (optional) Recruitment & Retention Roundtables  Divide into two groups.  Each group is given a newsprint and asked to discuss strategies related to recruitment or retention.  After 6 minutes, the groups will swap newsprints and attempt to generate additional strategies related to the topic.  Newsprints will be posted on the walls for everyone to see.
    26. 26. + The Action Plan Action plans lay out how each component of a strategy will be carried out. It should specify:  What you are doing?  Why you are doing it?  How you plan to do it?  Who will be involved?  Where will it take place (as applicable)?  When will it take place (i.e. start and end)?
    27. 27. + Tools Tabs 6-9 Tab 6: EXAMPLE Detailed Action Plan Tab 7-9: Strategy Detailed Action Plan Detailed accounts of your activities and action steps associated with each Approved Strategy Guidance Document: Start at P.13
    28. 28. + Action Plan  Activities refer to the main components of a strategy that will contribute to the achievement of the project‟s goals and objectives.  Action Steps are the various tasks necessary to achieve the activity.  Although its important to be specific, its not necessary to list the minute tasks (i.e. make photocopies).  Activities and Action Steps must be presented in a logical sequence.
    29. 29. + Sequencing Example
    30. 30. + Action Plan Reminders:  If a strategy entails multiple cycles of a particular activity (i.e. Run 4 PSAs), then remember to outline the specific details for each cycle of the activity.  Example: 1st PSA schedule to run in December, 2nd PSA schedule to run in January, 3rd to run in February and 4th to run in March.  Since there may be some difference with each PSA (i.e. different target populations), then be sure to clearly outline the tasks, even if it‟s the same the next time.  Clearly communicate the community  When working in multiple communities, sometimes its feasible to start strategies at the same time and other times its better to stagger.  Example: If the tasks and anticipated start and end date are the same for multiple communities,  Be REALISTIC regarding the expected start and end time to complete an activity in its entirety.
    31. 31. + ACTIVITY Sequencing Social Norms Campaign  Divide into pairs or groups.  Using news print, each group will be given 10 minutes to:  1. Brainstorm between 3-5 milestone activities associated with each Step.  2. Identify one activity to list and sequence the various Action Steps /task necessary to complete the Milestone Activity.  The remaining time will be used to process the activity. Collect additional baseline data Communication Plan Evaluation Implement Campaign Message Development Pilot & Refine Materials Intentionally listed out of sequential 
    32. 32. + At-A-Glance Milestone Timeline Milestones is another way to think of your main activities. The completion of a milestone puts you one step closer to completing a cycle of the strategy or the strategy in its entirety.
    33. 33. + Tools Tab 10 Tab 10: Milestone Timeline EXAMPLE - Milestone Activities should be color-coded according to the Approved Strategy and listed chronologically.
    34. 34. + Tools Tabs 10-11 Tab 6: EXAMPLE Detailed Action Plan Milestone Activities should be color-coded according to the Approved Strategy and listed chronologically. Guidance Document: Start at P.14
    35. 35. + At-A-Glance Milestone Timeline  Once you have worked out the approximate duration for each „milestone‟ activity associated with each Approved Strategy, list chronologically on the Gannt style timeline. 1. List all of your activities (milestone) in Column A 2. Illustrate in the chart when each activity will be carried out. Since the chart is noted in monthly intervals, indicate the approximate duration from start month to end month. 3. This is a living document. As changes occur, update accordingly. 4. Keep it before you to monitor your progress.
    36. 36. + Guidelines & Requirements
    37. 37. + Pulling It Together  Approved Strategic Plan  Supportive information or expertise on each of your approved strategies  Implementation Guidance Document  Implementation Tool Set (Excel)  CPAW assistance Items you will want to have access to while moving through your Implementation Plan
    38. 38. + Requirements  Submit Implementation Tools by Sections / Tabs: 1. Instructions 2. Provider information 3. Project Management Plan (PMP) (one tab per strategy) 4. Detailed Action Plan (DAP) (one tab per strategy) 5. Milestone Timeline (one tab per prevention portfolio)
    39. 39. + Guidelines  You will have 2 weeks (14 days) from the training date to complete your Implementation Plan  Do not change any of the tools or tool formatting. (This makes the review process more difficult, so use as is.)  When complete, clear your SP from Lunch-Box and upload your Implementation report.  If you have a challenge, submit an ECCO or contact your RPS.
    40. 40. + Closing Reflections & Evaluation PLUSES WISHES