Management Plans: A Roadmap to Successful

Implementation

February 2012

Agenda• i3 Framework

• Management Plan Structure

• Developing Measures

• Sample Management Plan

• Mapping to Excel

• Next Steps

2

i3 Framework• Enable grantees to expand and develop

innovative practices that can serve as models of best practices

• Enable grantees to work in partnership with the private sector and the philanthropic community.

• Support eligible entities in identifying and documenting best practices that can be shared and taken to scale based on demonstrated success.

• Close achievement gaps• Decrease dropout rates• Increase high school graduation rates• Increase college enrollment and

completion rates

3

Cooperative Agreement• All FY 2012 i3 grants will be structured as cooperative

agreements• Grantees will annually submit an updated

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

4

Why Create Management Plans?A Management plan is:

•A comprehensive plan for the project that clearly specifies intended objectives of the proposed project, including clearly defined responsibilities, timelines, and milestones for accomplishing project tasks.

A Management plan helps:

•Establish mutual understanding about what a project aims to achieve and how it will be achieved.

•Identify possible risks and challenges as early as possible so that grantees can adjust strategies and the Department can offer assistance.

5

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.

6

Facilitating Change

7

MANAGEMENT PLAN STRUCTURE

8

Management Plan Components

There are four levels of information that the management plan should include:Objectives: What your project is doing to support the overall program goal (approved in application – cannot be changed)

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?

Indicators: How progress is measured toward meeting objectives. What are the key milestones along the way that let grantees know they are on track?

9

Project Objectives

10

DEVELOPING MEASURES

11

Information in this section, was developed using resources provided by the Center for Evaluation and Education Policy at Indiana University.

Performance MeasuresYou will be asked to report on two types of performance measures:GPRA- Measures established for reporting to Congress under the Government Performance and Results Act for the i3 program•The percentage of grantees that reach their annual target number of students•The cost per student served by the grantProject- Measures that the grantee establishes in their approved grant application to meet their project objectives. •High-quality, measurable performance measures maximize the potential for meaningful data reporting and are associated with strong project objectives

12

Performance MeasuresA performance measure is a measurable indicator used to determine how well objectives are being met. Consider the following:•What is going to change?•How much change will occur?•Who will achieve the change?•When do you anticipate the change?

13

Performance MeasuresBy the end of year two (when), at least 80% (how much) of principals enrolled in the Leadership Development Academy (who) will achieve scores of proficient or higher (what) on the leadership assessment tool.

14

Putting It All TogetherA comprehensive set of performance measures address both the process of working towards the objective and the outcomes related to meeting the objective. For example…

Objective: Increase district capacity to place and retain teachers with demonstrated effectiveness at improving student achievement outcomes.

Performance Measures:

50 teachers will enroll in and complete the Teacher Effectiveness Modeling (TEM) program by the end of the first year of the grant. (Process Measure)

Within two years of program participation, TEM teachers will increase their classroom practices scores on average by 20% more than a matched comparison group. (Outcome Measure)

75% of students served by TEM teachers, will achieve scores of proficient or higher on the state assessment within two years of program participation. (Outcome Measure)

15

SAMPLE MANAGEMENT PLAN

16

Sample Narrative Management Plan- KIPP

• KIPP’s Management Plan (See Handout)

• Good example of management plan for cooperative agreement

17

A Closer Look

18

Mapping to Excel

19

20

Management Plan Template in Excel

21

Level

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

Code•1.0•1.1•1.1.1•1.2•2.0•2.1•2.2

Description

g

Status•Not begun•In progress•Operational•Not planned

Performance measures

ActivitiesThere are five activity types:•Planning/Design activities describe the steps needed to gather information, develop systems, design processes, and create products.•Implementation activities describe the steps to deploy what was developed, designed, or created.•Evaluation activities describe the activities associated with evaluating the implementation and impact of the project. •Dissemination activities •Milestone activities describe a significant point or event in the project.

22

Assigning Dates• Avoid including year-long or multi-year tasks

as they are more difficult to monitor• Break down tasks to ensure the ability to track

progress to goals and completion of activities• Try to provide timelines that will allow you to

monitor tasks within 3-6 month segments

23

What to IncludeGrantees 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

24

Sample Project Plan- KIPP

25

Sample Project Plan- FY2011 Grantee

26

NEXT STEPS

27

Management Plan Review Process• Grantees will send a draft of one project

objective with related strategies and activities• Program Officers will do a quick review for the

following:– Alignment between what was proposed in the

application and the management plan– Clear and detailed milestones/deliverables– Measures or indicators of quality and impact

28

Management Plan Review Process• Program Officers will provide feedback on

draft plans• Final versions of the management plan must

be submitted within 60 days of ED signing the cooperative agreement

• Program Officers will provide written confirmation when your management plan is approved

29

Q&A

Please use the chat feature to submit questions about the

information presented today.

30