Starting October 1, 2013
GASPS.org gets a refresh
Review the prerecorded overview of the
Implementation Tools and Guidance Document
Attend the training or review the slides and
Review with your CPAW.
Use the tools and GD to complete and submit
Plans will be reviewed by RPS.
List the 4 core areas of
Implementation in the SPF
Describe the functions and
purpose of the APP
Apply the 3 parts of the
Participants will be able to….
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…
First introduced to States and Territories as a
grant funding stream for prevention
Georgia was a SPF-SIG state in 2005 – 2009
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.
of the SPF
Data drives decisions
Comprehensive approach using a public health
System is developed or strengthened in a
manner that works towards outcomes
Emphasis on outcome-based substance abuse
What it means to be “strategic”
How the Strategic Prevention Framework will
guide your work to produce outcomes
PLANNING MAKES THE
Implementation Glossary Fun
Instructions: Pair up with another Provider to
complete the crossword puzzle handout.
What is an
Illustrate critical steps in
starting a project
Guide or map
A guide for
Proactive vs. reactive
Identify challenges early in
Why is an implementation plan
Creates time and a
process for thinking
Proactive vs. Reactive
Critical steps detailed
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
Time spent on
implementing quality plan
and not putting out fires
How will the implementation plan
Charts the course from thought to action
Should be reviewed at staff/CPAW meetings
Should be revised as necessary
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
Tools Tab 1
Tab 1: Tool Instructions
- Provides basic instructions
on how to complete the tool
Tools Tab 2
Tab 2: Provider Information
- Provider populates
information and can track
Guidance Document: P.6
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
Tools Tabs 3 - 5
Tab 3 – 5: Project
- In this section, providers
will fill out information
regarding their strategies,
staffing, recruitment, and
Guidance Document: Start on P.6
Project Management Plan (con’t)
Training(s) – Best Practice
Planned Activities to increase readiness around APPROVED
Prevention Portfolio Strategies
OF THE PMP
BRIEF EXPLANATION EXAMPLES
benchmarks that need
to be carefully
considered prior to
Staff to be hired
How data will be collected
How will this be
Discuss the plan for achieving each indicator, per strategy.
Monitoring Tools Discuss the mechanism
that will be used to
track each indicator.
Signed enrollment & permission slips
Quality Assurance Observation Forms
Information system to track timely submission
of data collection tools
Discuss what measure
will be used to
achievement of the
Successful hiring of qualified professionals
95% of enrolled participants attend the
Participant evaluation of program
% of timely submission of data collection
Project Management Plan:
Monitoring & Achievement
Examples of Monitoring
Staff Retained throughout
% of Stakeholder Buy-In
Attendance at Training
Project Management Plan (con’t)
PRE - EVALUATION PLAN CONSIDERATION (not
to be addressed at this time)
Evaluation & Data Collection
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.
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.
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
When will it take place
(i.e. start and end)?
Tools Tabs 6-9
Tab 6: EXAMPLE Detailed Action
Tab 7-9: Strategy Detailed Action
Detailed accounts of your activities and action steps associated with
each Approved Strategy
Guidance Document: Start at P.13
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
Activities and Action Steps must be presented in a
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
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
Clearly communicate the
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
Be REALISTIC regarding
the expected start and end
time to complete an activity
in its entirety.
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
Pilot & Refine Materials
Intentionally listed out of
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
Tools Tab 10
Tab 10: Milestone
according to the
Tools Tabs 10-11
Tab 6: EXAMPLE Detailed Action
Milestone Activities should be color-coded according to the
Approved Strategy and listed chronologically.
Guidance Document: Start at P.14
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
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
4. Keep it before you to monitor your progress.
Pulling It Together
Approved Strategic Plan
Supportive information or
expertise on each of your
Implementation Tool Set
Items you will want to have access to while
moving through your Implementation Plan
Tools by Sections / Tabs:
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
You will have 2 weeks (14 days) from
the training date to complete your
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
If you have a challenge, submit an
ECCO or contact your RPS.