A Roadmap to Successful Implementation

Management Plans

AgendaO Purpose

O Management Plan Structure

O Sample Management Plan

O Mapping to Excel

O Next Steps

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i3

Framework

Programmatic Goals

Anticipated

Impact

O Enable grantees to expand and develop innovative practices that can serve as models of best practices.O Enable grantees to work in partnership with the private sector and the philanthropic community.O Support eligible entities in identifying and documenting best practices that can be shared and taken to scale based

on demonstrated success.

O Close achievement gapsO Decrease dropout ratesO Increase high school graduation ratesO Increase college enrollment and completion rates

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Cooperative AgreementO All FY 2011 i3 grants will be structured as

cooperative agreementsO Grantees will annually submit an updated

management plan that specifies key actions and milestones over the lifetime of the grant

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Why Create Management Plans?

A Management plan is:OA comprehensive plan for the program that clearly specifies intended objectives of the proposed project, including clearly defined responsibilities, timelines, and milestones for accomplishing project tasks.A Management plan helps:OEstablish mutual understanding about what a project aims to achieve and how it will achieve it.OIdentify possible risks and challenges as early as possible so that grantees can adjust strategies and the Department can offer assistance.

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How Will Management Plans Be Used?Project Definition and Management

Grantees will be able to use well-defined management plans to track their progress against critical goals and activities.

Performance Management

Multiple Program Offices at ED will have a common template that will support alignment of activities across programs. This will help target support for grantees, based on grantees’ identified activities and needs, to minimize compliance burden on the grantee and maximize productive support from ED.

Technical Assistance

ED and external TA providers will be able to effectively and efficiently address the common needs of grantees that might have gone unidentified without common data. Grantees will also have the opportunity to collaborate with each other and share knowledge.

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Facilitating Change

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Management Plan Structure

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Components of the Management PlanThere are three levels of information that the management plan should include:

•Objectives: What are you trying to achieve with your grant and what does success look like? •Strategies: What are the major initiatives/components of the intervention required to complete each phase of your grant in support of ultimately achieving project objectives?

•Activities: What are the key components that have to be completed in order for each strategy to be successful? In addition, what are the key milestones along the way that let grantees know they are on track?

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Project ObjectivesO Relevant

• How do they relate to the overall goals of the project?

O Applicable• Are they aligned to the activities?

O Focused• What will change?

O Measurable• Can they be measured?

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Organization of Activities

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Mile

ston

es

Performance MeasuresIn addition to GPRA measures you will be asked to report on individual performance measures in the APR.OWhat is going to change?OHow much change will occur?OWho will achieve the change?OWhen do you anticipate the change?

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Sample Management Plan

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Sample Management Plan- KIPP

O KIPP’s Management Plan (See Handout)

O Good example of management plan for cooperative agreement

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A Closer Look

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Mapping to Excel

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Management Plan Format

Level Code

Category Description

Status

Start Date

End Date

Duplicate

Activity

Indicators

• Objective• Strategy • Activity- Planning• Activity- Implementation• Activity- Evaluation• Activity- Dissemination• Activity- Milestone

• 1.0• 1.1• 1.1.1• 1.2• 2.0• 2.1• 2.2

Performance measures

• Not begun• In progress• Operational• Not planned

Enter code of duplicate activity

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Additional Clarification on Codes

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O 1.0- Objective 1O 1.1- Strategy 1

O 1.1.1- Activity 1O 1.1.2- Activity 2O 1.1.3- Activity 3

O 1.2- Strategy 2O 1.2.1- Activity 1O 1.2.2- Activity 2

O 2.0- Objective 2O 2.1- Strategy 1

O 2.1.1- Activity 1

O 2.1.2- Activity 2

O 2.2- Strategy 2O 2.2.1- Activity 1O 2.2.2- Activity 2

What to Include

Grantees can provide as much detail as they wish to the extent that it is helpful to them, but Department staff DO NOT expect you to provide every minor detail.

The level of detail should:

•Help grantees keep track of the core activities they need to execute on and minimize ongoing time spent on process•Allow program officers to identify (both proactively and just-in-time) risks and provide support•Enable technical assistance providers and other key stakeholders to understand what grantees are trying to do

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Mapping Exercise-KIPP

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Sample Project Plan- NMSI

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Next Steps

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Expectations

Program Office Expectations:

O Provide guidance around management plan structure

O Facilitate the iterative process by discussing and providing feedback on the outcomes activity as well as the year one outline.

O Continue to work with grantees to finalize their drafts.

Grantee Expectations:O Work with program officer to

complete the management plan for year one.

O Participate in an outcome exercise- map out at least 2 objectives with strategies and associated activities for year one .

O After receiving feedback from Program Officer, map out year one outcomes, solutions, and activities.

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Q&A

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presented today.