Getting to Outcomes Step 06. Plan
This step helps you make a detailed work plan for delivering and evaluating the program you identified in Step 3 and selected at the end of Steps 4 and 5.
What Is This Step?
Having completed Steps 1–5 and selected the intervention you plan to implement (in our example, the intervention is ROAD-MAP, a 75-minute workshop facilitated by two trained peer trainers), you are now ready to develop the operations of your program. In this step, you will use the Work Plan Tool to create a detailed plan for running the program, which includes
- a written list of all program activities, from preparations through quality improvement
- a timeline showing who, what, where, when, and how activities should be implemented
Why Is This Step Important?
GTO Step 6 is important because having a plan
- ensures that no key program tasks are left out
- improves teamwork and partner communication
- identifies the need for changes as things begin to run counter to the plan
- reduces lost time, wasted energy, and turmoil from staff turnover
- explains the scope of the program to people with an interest in the program
Information from your plan also informs a key part of your Logic Model Tool from Step 2.
How Do I Carry Out This Step?
With your program selected, add the major program activities, such as recruiting, trainings, and running the workshops, to your Logic Model Tool. Next, complete the Work Plan Tool in this step. You will also complete the Program Budget Tool to identify financial considerations associated with implementing and evaluating the program. This tool elaborates on the financial resources estimated in Step 5. You may want to create a rough draft of the Work Plan Tool as you gather the necessary information. When the tool is complete, ensure that you have the required details in place to carry out the program activities you listed in the Logic Model Tool.
Tools Used in This Step
Work Plan Tool
Instructions
- Make as many copies of the tool as necessary for you and your co-workers to complete the task.
-
Gather the tools you developed in the five previous steps (assessments, logic model, outcome statements, fit and capacity assessments) so that you can reference these tools as you complete the Work Plan Tool.
Starting on the left, under Tasks, work your way down, completing implementation task details for your program. The tool is divided into several categories of tasks: administrative, policies and procedures, program preparation, recruitment and retention, implementation, and program evaluation. If possible, list program tasks in the order of occurrence to help you plan them out. Note: Tasks that are important to carry out in most programs have been included in the Work Plan Tool to help you map out specific implementation events. You may delete any tasks that are not relevant to your chosen program or organization and add tasks in the extra rows that may be important but not mentioned in the tool. Also included are columns to add data and person(s) responsible for the identified tasks—these may be adjusted as appropriate for your organization. A separate column provides space to indicate where you will obtain any resources you need to complete a task. Enter N/A if the column does not apply.
Note about evaluation tasks: You may want to review Step 7 (Process Evaluation) and Step 8 (Outcome Evaluation) to gain an understanding of the evaluation tasks that need to be included in the work plan.
- When the draft Work Plan Tool is complete, distribute it to everyone involved in the implementation at your organization for feedback. Then finalize and redistribute the finished Work Plan Tool.
- Regularly review the plan while you prepare and implement the program to ensure that tasks have not been neglected. Fill in the “Date Done” column when Work Plan activities are complete and update the tool as new tasks arise.
Example
- Completed by: Project team/manager
- Date: Feb. – Sept.
- Program: ROAD-MAP
| Categories of Tasks | Tasks | When Will It Be Done? (Time Frame) | Who Is Responsible? | Where Will We Get Any Resources We Need? | Date done |
|---|---|---|---|---|---|
| Administrative | Prepare
budget for program implementation and associated expenses |
2/1–2/10 | LHD project manager | N/A | 2/10 |
| Complete
job description for volunteer trainers |
2/1–2/5 | LHD project manager | N/A | 2/5 | |
| Conduct
outreach and complete memorandum of understanding (MOU) with 4 senior centers |
2/15–3/15 | LHD project manager | N/A | 3/15 | |
| Acquire program curriculum and materials, including evaluation survey, tote bags, pill
boxes, and other workshop supplies |
2/15–3/10 | LHD project coordinator | Program developer, UCLA | 3/10 | |
| Schedule
ROAD-MAP training for peer volunteers |
2/15–3/10 | LHD project coordinator | N/A | 3/10 | |
| Policies and Procedures | Develop recruitment plan to get older adults in the program | 2/5–3/1 | LHD project manager | ROAD-MAP Resource Package | 2/28 |
| Obtain any required permissions from senior center management—e.g., for placement of ads in newsletter and posters in public spaces | 2/5–3/15 | LHD project coordinator | LHD project manager | 3/15 | |
| Schedule ROAD-MAP program into regular activities of the senior centers (calendar for space utilization, piggyback on existing meetings, select convenient dates and times, reserve equipment for workshop activities, etc.) | 2/1–3/31 | LHD project coordinator | N/A | 3/31 | |
| Program Preparation | Identify or recruit peer volunteers (these should be older adults) to be trained in ROAD-MAP and to lead workshops | 2/10–3/10 | LHD project manager | LHD project manager and managers at senior centers | 3/10 |
| Train 12–16 volunteers on ROAD-MAP and evaluation data collection | 3/20, 3/25 Make-up/follow-up date 3/28 | LHD trainer will lead; LHD project manager, coordinator, and evaluator will assist | ROAD-MAP Resource Package and workshop materials for trainees | 3/28 | |
| Review all program videos and/or materials in curriculum kit | 2/15–3/5 | LHD trainer | ROAD-MAP Resource Package | 3/5 | |
| Prepare workshop materials in advance, including attendance log and pre-/post-surveys and survey transmittal form for each workshop | 4/1–4/10 | LHD project coordinator and volunteers | Print materials at LHD; arrange LHD space for assembly | 4/10 | |
| Confirm ROAD-MAP location with senior centers | 4/1 | LHD project coordinator | N/A | 4/1 | |
| Confirm ROAD-MAP location with senior centers | 4/1 | LHD project coordinator | N/A | 4/1 | |
| Purchase refreshments for workshops | Ahead of each workshop | Volunteers | Approved budget to reimburse up to $100 per workshop | 1 day ahead of each | |
| If needed, acquire and test audio/video equipment at the program delivery site | 4/10–5/10 | LHD project coordinator will check with volunteers on need for this equipment and arrange for its delivery if needed | Rent TV monitor from Rent-a-Center | 5/15 | |
| If needed, organize transportation to and from senior centers for ROAD-MAP facilitators and/or participants | 4/1–5/1 | LHD project coordinator and volunteers | Staff will drive their own car, carpool, or use community shuttle service | Week before each imple-menta-tion session (dates listed below) | |
| Recruitment (and Retention) | Develop and test workshop recruitment plan | 2/1–3/1 | LHD project manager and leadership at senior centers | N/A | 3/1 |
| Implement workshop participant recruiting | 3/15–4/15 | LHD project coordinator, leadership at senior centers, and volunteers | Distribute flyers and posters, post notice on calendars and websites, and send email invitations and reminders | 4/15 | |
| Implementation | Run 8 ROAD-MAP workshops at 4 senior centers |
|
ROAD-MAP trained peer volunteer workshop facilitators and LHD observers | ROAD-MAP Resource Package from UCLA and all materials for 20 participants per workshop | 5/15 |
| Program Evaluation | Design evaluation and complete GTO Steps 7 and 8 planner tools | 2/20–3/15 | LHD project evaluator | Program developer (UCLA) | 3/15 |
| Train volunteers on data collection forms and protocols | 3/20, 3/25, 3/26 | LHD evaluator | Sample forms | 3/26 | |
| Administer pre-survey | At start of each workshop: 4/17–5/15 | Volunteer workshop facilitators | Print surveys at LHD in advance | 4/17–5/15 be-fore each ses-sion | |
| Administer post-survey | At conclusion of each workshop: 4/17–5/15 | Volunteer workshop facilitators | Print surveys at office in advance | 4/17–5/15 after last ses-sion | |
| Administer follow-up survey | 3 months after each class | LHD evaluator | Phone and email survey | 8/20 | |
| Complete fidelity monitoring tool | At each class: 4/17–5/15 | LHD trainer and evaluator | N/A | After each class ses-sion (4/17 to 5/15) | |
| Complete attendance roster | At start of each class: 4/17–5/15 | Volunteer workshop facilitators | Print attendance roster at office in advance | Each class ses-sion (4/17 to 5/15) | |
| Review incoming forms and enter data | 4/17–5/15 | LHD evaluator | LHD observers will bring all evaluation materials back to LHD office | 5/15 | |
| Analyze process evaluation data from attendance rosters, fidelity logs, and satisfaction surveys, and complete GTO Step 7 summary tool | 5/20–6/20 | LHD evaluator | Microsoft Excel; all completed data forms | 6/20 | |
| Analyze outcome evaluation data (including pre- and post-survey data and 3-month follow-up) and complete GTO Step 8 summary tool | 7/30–9/2 |
|
Microsoft Excel; all completed data forms | 9/2 | |
| Present evaluation results and decide which changes are needed to improve the program’s performance and outcomes, using GTO Step 9 CQI process and tools | 9/10, 9/15 | LHD staff and volunteers and invited senior center management |
Meeting space at LHD Microsoft PowerPoint or Word; handouts Consider brief report to post on senior centers web sites if budget permits |
9/15 | |
| Adjust goals and outcomes and reassess fit and capacity in light of implementation; update Work Plan Tool on lessons learned from program implementation | 9/15–9/20 | LHD staff | Blank GTO worksheets; completed GTO worksheets | 9/20 | |
| Complete all GTO documentation, inventory supplies, and begin planning for next round of workshops | 9/20–9/30 | LHD project manager and coordinator | Storage space | 9/30 |
Program Budget Tool
Instructions
- Make as many copies of the tool as necessary for you and your co-workers to complete the task.
-
Enter the resources required to implement your program in each of the categories shown in the tool:
- Personnel: You may have existing staff to plan, implement, and evaluate the program, or you may need to hire part-time staff or recruit volunteers. An example of how to calculate staffing expenses is provided. Other personnel costs unique to your organization should be included in this section.
- Program materials, equipment, and supplies: Expenses should include the program curriculum and any purchases needed to run the program (laptop or DVD player, projector, easels, flip chart paper for facilitating activities, markers, pencils, etc.).
- Other (e.g., travel, transportation): Expenses should include the cost of traveling to and from the site where the program is being conducted, travel costs associated with sending staff to the curriculum training, etc.
Add extra lines or categories, if necessary. You may want to create a rough draft of the Program Budget Tool as you gather the information necessary to determine the costs of your program. Consult the Step 5 section that you completed on financial capacities.
- Subtotal the costs by category.
- Enter a total cost on the line provided at the end of the tool.
- When the tool is complete, distribute it to everyone involved in program implementation.
- Be sure to update your budget periodically to account for changing costs. You may also need to complete different budgets for subsequent years. For example, the equipment costs shown in our sample may be one-time costs only.
Example
- Completed by: Project team/manager
- Date: Februrary
- Program: ROAD-MAP
| Category | Item | Calculation | Cost Estimate |
|---|---|---|---|
| Personnel | LHD project manager: 10% of work time over 9 months | 10% time ´ $5,000 salary/month ´ 9 months | $4,500 |
| LHD project coordinator: 10% of work time over 9 months | 10% time $4,200 salary/month 9 months | $3,780 | |
| LHD trainer: 10% of work time over 4 months | 10% time $3,500 salary/month 4 months | $1,400 | |
| Project evaluator (contractor) | $45/hour 50 hours | $2,250 | |
| Volunteers | No cost | $0 | |
| Program Materials, Equipment, and Supplies Subtotal | $1,810 | ||
| Program Materials, Equipment, and Supplies | Printing, copying, and mailing curriculum materials for workshops | $100 per workshop of 20 8 workshops | $800 |
| Renting audiovisual equipment, if needed | $50 | ||
| Tote bags, pill containers, and sealable bags for workshop participants | $6 per participant 20 participants 8 workshops | $960 | |
| Program Materials, Equipment, and Supplies Subtotal | $1,810 | ||
| Other (e.g., travel, transportation) | Mileage reimbursement for staff site visits to senior centers | 10 visits for training and observations | $150 |
| Refreshments at 8 workshops | $5/participant 20 participants/workshop 8 workshops | $800 | |
| Other Subtotal | $950 | ||
| Total Cost of Program | Sum of All Category Subtotals | $14,690 |
Step Checklist
When you finish working on this step, you should have:
- Finalized your program selection
- Completed the Step 6 tools
- Updated your Logic Model Tool
- Considered and planned appropriate program adaptations
- Identified program components and activities
- Considered and selected participant recruitment strategies, if applicable
- Completed a program budget
- Developed a work plan for implementing your program
Before Moving On
You’ve now brought all of the GTO tasks you’ve finished up to this point into a solid work plan for implementation. Before launching your program, we recommend you take some time to complete the Planner tools from Step 7 (Process Evaluation) and Step 8 (Outcome Evaluation). Doing so will help you plan in greater detail the process and outcome evaluation before you launch your program. This will allow you to more effectively monitor the program while it is running.
Also, you should update your Logic Model now to reflect your final program choice, your key program activities and your evaluation plans. The example Logic Model shown below has been completed for the selected program to be implemented, ROAD-MAP.
