Implementation Plan (IP) Adjustments for the Contract Periods

2013 - 2014 & 2014 - 2015

Tiffiany Aholou, PhD &Marcus Bouligny

Georgia State University Alcohol Prevention Program

CITF Coaching Team

Requirements and Do-It-Yourself Instructions

This video slide set will…

Introduce and demonstrate how to make newly required do-it-your self changes to Implementation Plans including:

1. Addition of tracking and monitoring elements to your existing Implementation Plan

2. Realignment of your 2013 - 2014 Implementation Plan

3. Adjustment to your implementation plan covering 2014 - 2015

All documents are available at www.ga-sps.org

Parts 1 - 3Part 1 - Adjustments to your Implementation Plan so it can be used as progress monitoring and tracking tool

Making your Implementation Plan a tracking tool will help you keep track of your progress, stay on schedule, and identify challenges more easily.

Part 2. - Realignment of your Implementation Plan to reflect current time and activities

Realignment will help to ensure that your Implementation Plan is current, and will serve as a baseline for your upcoming 2014 - 2015 IP. In this process, you will update your schedule and activities.

Part 3. - Extend your Detailed Action Plans to reflect contract year 2014 - 2015, if necessary, adding or adjusting your PMP

OPSP and your support team will need to see how you will continue your strategies, make changes, or incorporate new implementation activities.

Condition:

DAP Tracking AdjustmentsMaking the existing IP - DAP as a tool to be used for tracking and documenting progress, completion, and challenges

Action:

•On DAP, remove cost column and replace with completion date.•Add the Word setting to Setting (see Setting / Location).

In order to prepare the 2014-2015 IP, it is important to complete all of the steps above for each Strategy DAP.See the Modified EXAMPLE DAP for additional guidance

Part 1: Adding tracking and monitoring elements to the current 2013 - 2014 implementation plan

Part 1: Adding tracking and monitoring elements to the current

implementation plan

Instructions to making changes to your Implementation Plan:

For 2013-2014 – Adjust the current IP to include the steps below:

1. In Column E – change to Setting / Location2. In Column G – add ‘Projected’ to Start Date 3. In Column H – add ‘Projected’ to End Date4. In Column I – remove Cost column; change this column to ‘Actual

Start Date’ > Highlight Column I – On Toolbar, > Reformat from Currency to Date

5. In Column J – add ‘Actual End Date’6. In Column K – add a Comment Column > Be sure to Wrap Text

Use this column to note challenges and concerns ONLY [see TA note for more info]

7. In Column L – add Status [see TA note for status codes/colors and instruction]

8. Starting at Column A through Column L, highlight rows 1-100 > under Borders, Select All Borders to show gridlines and cells in the new columns

9. After adding the columns, Copy and Paste the columns from the IP SAMPLE to access the TA notes

Please note: In order to prepare the 2014-2015 IP, it is important to complete all of the steps above for each Strategy DAP. See the Modified EXAMPLE DAP for additional guidance

Condition:

If your current Detailed Action Plan does not reflect the current timeline or activities, then you must adjust timeline, add and/or remove activities to update and reflect current operations.

Action:

Review existing DAP for 2013 - 2014; if there are start and completion dates, or activities that require adjustment, make your adjustments. The entire 2013 - 2014 PMP and DAP should accurately reflect current operations.

Part 2: Realignment of your 2013 - 2014 Implementation Plan

Part 2: Realignment of your 2013 - 2014 Implementation Plan

Instructions to making changes to your Implementation Plan:

For 2013-2014 – Adjust the current IP to include the steps below:

1. Review your PMP and DAP and make any adjustments to your, activities to time line to bring it current.

Please note: In order to prepare the 2014-2015 IP, it is important to complete all of the steps above for each Strategy DAP. See the Modified EXAMPLE DAP for additional guidance.

Part 3: Extend the IP DAP & PMP to cover the 2014 - 2015 contract year for existing and new strategies.

Conditions:1. 2013 - 2014 Strategies should continue or repeat, unless a strategy change has been

approved by the RPS. • Providers will need to submit argument for changing or dropping a strategy. • If new strategy is approved, a new PMP and DAP will need to be developed, for 2014

- 2015. Please do not erase the dropped strategy, just indicate that it’s a dropped strategy on the PMP and DAP.

• Possible acceptable reasons for dropping or switching a strategy are the following:A. The Strategy has proved to be a poor conceptual fit (selected strategy will not

successfully impact IV or CF).B. The strategy has been proven to be a poor practical fit (community does not like it;

no stakeholder support towards any progress; logistically not feasible; proven as too costly).

2. Newly adjusted IP should be submitted to RPS for review and approval by Aug 5, 2014.

3. If new new strategy is introduced to replace a current strategy that has been completed, or strategy is being dropped, then new PMP and DAP needs to be developed.

Part 3: Extend the DAP to cover activities of the 2014 - 2015 contract year for

existing strategiesDo-It-Your self instructions

Instructions to making changes to your Implementation Plan:

For 2014-2015 – Adjust the current IP to include the steps below:

1. On the bottom of the worksheet, add 3 new worksheets by clicking the plus ( + ) sign.

2. In the new worksheets, use Format Painter (paint brush icon on Toolbar), a copy/paste feature used to maintain the formatting features.

3. With the cells still highlighted, use Ctrl+C (or Copy)4. Repeat these steps for each DAP 5. For the 2014-2015 IP, only rollover activities that are

‘Ongoing’ or ‘New ‘for the new fiscal year 2014 - 2015.6. OPTIONAL – If the Milestone At-a-Glance tab was useful,

add another Tab > use Format Painter to format, copy and paste the clean worksheet from the SAMPLE