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+ Alcohol Prevention Project (APP) Implementation Training: Sept 30 – Oct 8 Developed by CITF Coaching team at GSU Breaking New Ground APP Implementation Step 4
+
Alcohol Prevention Project (APP)Implementation Training: Sept 30 – Oct 8
Developed by CITF Coaching team at GSU
Breaking New GroundAPP Implementation Step 4
+Congratulations!
Welcome to Implementation!
+Special Announcement
Starting October 1, 2013GASPS.org gets a refresh
+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.
+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….
+
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…
+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.
+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
+Overview of the APP Implementation Approach
+
People don’t plan to fail…
They just fail to plan.
PLANNING MAKES THE DIFFERENCE
+Implementation Glossary Fun
Instructions: Pair up with another Provider to complete the crossword puzzle handout.
+
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
+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
+How will the implementation plan be used?Charts the course from thought to
action
LIVING DOCUMENTShould be reviewed at staff/CPAW
meetingsShould 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 InstructionsTab 2 – Provider Info & MOU TrackerTab 3-5 – Project Management PlanTab 6 – Examples for the Action PlanTab 7-9 – Detailed Action PlanTab 10 – Example Milestone TimelineTab 11 – At-A-Glance Milestone Timeline
+Tools Tab 1
Tab 1: Tool Instructions
- Provides basic instructions on how to complete the tool set.
+Tools Tab 2
Tab 2: Provider Information
- Provider populates information and can track MOUs
Guidance Document: P.6
+
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.
+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
+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
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
+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
+Project Management Plan (con’t)
PRE - EVALUATION PLAN CONSIDERATION (not to be addressed at this time) Fidelity Evaluation & Data Collection
+
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.
+
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.
+
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)?
+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
+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.
+Sequencing Example
+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.
+ACTIVITYSequencing 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
+
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.
+Tools Tab 10
Tab 10: Milestone Timeline EXAMPLE
- Milestone Activities should be color-coded according to the Approved Strategy and listed chronologically.
+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
+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.
+Guidelines & Requirements
+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
+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)
+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.
+Closing Reflections & Evaluation
PLUSESWISHES
