Implementation Tools

Feel free to use or adapt these tools. Please note that all of the tools were not created by the QIC-AG. Some of the tools were created by other organizations and either used by the QIC-AG as is or were adapted to better meet the needs of our project. The original creators have been cited on each document. If you utilize these tools in the original form or an adapted version please give credit to the original creator(s).

Governance/Teaming Structure

A critical component of successful implementation is determining who is going to do the work associated with implementation. The development of the site’s governance/teaming structure is not a one-time activity. In fact, it will occur over time, evolving to meet the changing needs of an initiative.

The following tools were used to help with the development of a governance/teaming structure:

Document Description
Teaming Structure This teaming structure document is what you need when structuring an effective team!
Teaming Charter This teaming charter document is what you need when structuring an effective team charter!
Identify and Explore

The first stage of implementation is referred to as “Identify and Explore”. This stage helps to set the tone for the rest of the implementation process by ensuring that an intervention is chosen that meets the needs of a deliberately identified population. The purpose of this stage is to:

  • Identify and understand the problem
  • Develop a theory of change
  • Research solutions
  • Select an intervention to apply and improve, replicate and adapt, compare and learn, or develop and test.

The following tools were used to facilitate this stage of implementation:

The Population Template
helps sites clearly define a population that will be the target of the evaluable intervention associated with the QIC-AG.

The QIC-AG Continuum Assessment
helps sites consider the organizational structure and the service delivery system that impact the QIC-AG target populations.

Theory of Change Guidance
provides instructions for developing a road map that addresses how and why change will happen in a practice through the determination of the root cause, development of the steps from the root cause to the intended outcome, expansion of the steps from the root cause to the intended outcome to include details that support the logic, and test of the root cause.

Stakeholder Meetings Materials
provides materials that can be used to gather information from consumers of permanency services and supports including questions, consent, and introductory letter.

NIRN Hexagon Tool
helps sites consider the “value” of an intervention by assessing need, fit, existing and required resources, and level of evidence supporting the intervention.

PII Purveyor Interview Tool
helps structure an interview with a purveyor of an intervention to ensure that the purveyor is fully vetted.

Implementation Planning

Once an intervention has been identified it is important to give thoughtful and careful consideration to the “what, how, and who” of offering the intervention. During implementation planning, the site must explore and document: What is being implemented; How the system will be readied to support the intervention; and Who is going to do the work (see Governance/Teaming Structure)

The following tools were used to facilitate implementation Planning:

Document Description
Initial Design and Implementation Plan serves as a tool to strategically plan for successful implementation of the initiative and to ensure that the initiative has intervention validity and implementation integrity. The result of the implementation plan is a document that guides the implementation of the evaluable intervention, supports the use of an intervention to address an identified problem, and outlines the steps that need to be taken to ensure that the intervention is delivered to clients in the way that it was intended.
Logic Model – Word Document
Logic Model – PowerPoint
a graphical depiction of the relationship between program inputs, implementation supports, program outputs, short term outcome, and long term outcomes as well as factors such as external conditions and end values.
Work and Communication Plan organizes and captures the activities that must be completed during all phases of implementation as well as to accomplish tasks that support sustainability, dissemination, and communication
Communication Planning Guide provides instructions for completing the Communication Plan
Directions for Work Plan provides instructions for completing the Work Plan
Initial Implementation

Initial implementation is marked by the first clients receiving the intervention. It is a time to make sure that your implementation supports are facilitating the delivery of the intervention and that the intervention is being delivered as it is intended.

The following tools were used to support initial implementation:

Document Description
Implementation Support Assessment helps the team determine whether the implementation supports facilitate the delivery of the intervention in the manner that was anticipated or needed.
Usability Testing and Tracking Form provides a structure for delineating the questions that must be answered to ensure the intervention is being delivered as intended, what metrics will be used to answer the questions, what was learned from examining the metrics, what changes were made as a result of the what was learned, and the results of the changes that were made.
Sustainability

Focus on sustainability activities is critical to ensuring the institutionalization of an intervention, program, or way of thinking about providing services to families. Although this can be challenging, it is important to consider how the work of a project can be sustained from the outset of program development. Sustainability should not be thought of asan activity that waits until results are in and allocated dollars are running out, but rather as an on-going process that begins with or is done in concert with discussions around planning for implementation. The critical elements of sustainability planning are engaging partners, garnering resources and financing, aligning policy, and tracking impact to ensure positive outcomes are being achieved. Conversation about sustainability increases the opportunity to collaborate with critical partners and sharing ownership, information, and investment in sustainability.

The following materials from the Center for the Study of Social Policy were used to facilitate work related to sustainability:

Document Description
The Action Planning Workbook for Sustainability used to put the Framework for Sustainability into practice. Focuses on developing goals and tasks to advance critical elements of sustainability such as common vision, collaboration, resources, policy, and financing.
Dissemination

Dissemination is defined as the act of spreading information widely. When conducting a research project, it is important to deliberately plan dissemination activities over the life of the project. Waiting until the end of a project to consider dissemination often means that important information related to process and progress will get lost along the way and limits opportunities to influence thinking. The spreading of information can be best accomplished when a clear set of dissemination goals are established at the onset of the project and are accompanied by a purposeful set of activities designed to support those goals over time.

The following tools were used to help support dissemination planning and tracking:

Document Description
QIC-AG Site Dissemination Plan Reference Guide provides an overview of the critical elements of dissemination that should be considered when developing a dissemination plan
Site Dissemination Plan Template provides a framework for developing a dissemination plan
Site Dissemination Tracking Form provides a structure for capturing critical elements of dissemination activities at the time of occurrence. Can be used to support evaluation activities
Site Selection

Partnering with the “right” sites is a challenge for any organization that engages partner sites to accomplish project goals. When selecting partner sites, it is important to ensure that the potential partner site is aligned with the goals of the project and that the site fully understands the expectations of participation. Both the grantee and the partner site should be making well informed decisions about participation. Making the decision about partnerships can be facilitated through the use of a structured decision making process that includes formal assessment tools and standardized educational materials.

The following materials were used to guide and facilitate the site selection process.

Document Description
QIC-AG Assessment Framework delineates a three phase assessment process to guide the site selection process. The assessment process has three phases: pre assessment; initial assessment; and full assessment. Each assessment phase is focused on answering a specific question or identifying a specific outcome related to the following categories: Organizational Demographics, Population, Data Capacity, Continuum of Services/Interventions, Organizational and Evaluation Readiness, and Sustainability. As the assessment progresses through the phases, the information in each category will increase in scope and depth.
Assessment Tools


Pre-Assessment Template
Initial Assessment Template
Site Selection Rating Form
Tribal Community Pre-Assessment
Tribal Community Initial Assessment

used to assess sites and tribal communities during the pre and initial assessment phases of site selection
Site Expectations


Tribal Site Expectations

document that clearly delineates the expectations of the sites to ensure thoughtful decision making about committing to the project for state/county and tribal communities
Site Cost Planning and Financial Reporting

When money must be allocated to partner sites it is critical to have standardized cost planning and reporting procedures and tools. When used appropriately, these tools can assist with budget management, federal reporting, and should inform any cost evaluation that is being conducted.

The following templates were used to guide cost planning:

Document Description
Cost Planning Template provides directions and structure for developing an installation and implementation budget
Cost Planning Narrative provides direction and structure for developing a cost planning narrative

 

Administrative

When an agency is partnering with other entities to fulfill the purpose of a project, it is important to have proper contracts in place to govern the terms of the relationship.

The following contracts were developed:

Document Description
Memorandum of Agreement contract where goals, objectives and outcomes of the project are defined and clear expectations regarding obligations and responsibilities are delineated
Data Use Agreement contract between the evaluators and the sites that delineates how data will be shared, used, and stored