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Prevention Redesign Initiative Strategic Plan Guide

Division of Behavioral Health and Recovery

October 2011

Finalized : October 5, 2011

DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

General Information

The Prevention Redesign Initiative (PRI) is generally following the Strategic Prevention Framework (SPF) as the overall planning framework for this process. Based on our learning from the Strategic Prevention Framework State Incentive Grant (SPF-SIG) process, for the purposes of PRI, we have added a "Getting Started" section and have included "Capacity" as an ongoing step throughout the process. It is expected that all tasks associated with PRI will be conducted in a culturally competent manner. Purpose of this Guide:

The purpose of this guide is to provide guidance for preparing the strategic plan that will be due from each Prevention Redesign Initiative community. The guide is meant to be helpful for communities and coalitions and to provide some good news ­ the work you do in completing the required Task Categories will provide you with nearly all the information you need for the strategic plan. The strategic plan will be due March 31, 2012. In the main body of the guide you will find the following information: The required content necessary for the strategic plan The Task Categories whose completion will lead to products that will make up most of the strategic plan There will also be appendices attached to the guide that provide other helpful information. Guidance questions to ask while completing the Task Categories Resources that will be available to PRI communities to complete the Task Categories

Task items marked "required" are due according to the Task Category Timeline Overview. As indicated in the following pages some items will be submitted to DBHR via electronic files or reporting into the Performance Based Prevention System (PBPS) while other items will be documented during site visits. Please refer to the PRI

Task Guide to learn more about the PRI Planning Framework. Again, the key to the strategic plan is to remember that nearly all the requested information will be gathered through completion of the required Task Categories. And, all the strategic plan requirements will be addressed if you ask and answer the guidance questions with your coalition. DBHR is offering technical assistance conference calls for those that are interested.

Sources:

Primary sources of information used in developing Strategic Plan Guidance: Communities That Care, Drug Free communities Grant Application, NASADAD National Exemplary Awards Application, CADCA, Coalitions and Partnerships in Community Health (Frances Dunn Butterfoss), DBHR, preliminary evaluation information from Washington and national SPF-SIG project, SAMSHA/CSA.

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

Strategic Plan

Required Components At-a-Glance Getting Started:

Registration for Athena Forum Workgroup Formation and clarification of roles News Release Mission and Statement of Purpose Coalition Management Membership Recruitment and Retention Plan Outreach and Sustainability Training Method Data Assessment Resources Assessment Gaps Analysis and Prioritizing

Capacity:

Assessment:

Planning:

Goals and objectives Local strategies and activities/programs Logic Model Implementation plan Confirmed partners Target population to be served and cultural competency plan PBPS Use of Evaluation information Local evaluation (optional)

Implementation:

Reporting and Evaluation:

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

GETTING STARTED

The products from the completed Getting Started tasks will enable you to address these Strategic Plan content areas. Getting Started ­

The following areas were addressed in the completed baseline interviews. No further documentation is necessary. Addressed the following areas: Registration for Athena Forum Workgroup Formation and clarification of roles News Release

Purpose

Completing this task category enabled you to begin the strategic planning process for your local community. This is a critical step in ensure success in the remaining categories to follow.

Tasks

Guidance

This information was provided in the completed baseline interviews. No further information is necessary.

Participate in The Athena Forum Notify media Core Workgroup formed Clarify roles Hire/designate .5 FTE coordinator for each PRI community Establish working relationships

Related Resources:

Task Category Guide DBHR staff Athena Forum

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

CAPACITY

The products from the completed Capacity tasks will enable you to address these Strategic Plan content areas. Building Capacity ­ Strategic Plan Content

[Recommended 4 pages] For your Strategic Plan the following areas are required: Mission and Statement of Purpose: describe the mission and purpose; research framework that supports this effort. Coalition Management: organizational structure; decision making process; and communication plan Membership Recruitment and Retention Plan: new members recruitment; retention of members; how meet membership requirement; and "rules" for membership Outreach and Sustainability: involvement of community at large; community outreach strategies; collaboration efforts; and how ensure sustainability Training: training plan for coalition and community at large

Purpose

This section should describe the mission and purpose of the coalition including the research framework that supports this effort. This section should also describe the mobilization and/or building of capacity to address the needs of your coalition and community including the coalition's plan to develop both the coalition's management and membership as well as the community collaborations necessary to support the mission of the coalition. Provide information on the coalition and/or agency's involvement with community coordination and networking efforts, such as collaborative efforts and supportive relationships across agencies and systems.

Tasks

Hold key leader orientation event Develop coalition charter Recruit and retain membership Participate in training and technical assistance

Related Resources:

Key Leader Orientation Training Samples and templates DBHR staff Athena Forum

Guidance

DBHR will provide additional guidance to assist you in completion of these Task Categories and this section of the strategic plan. Guidance questions for this section are available in Appendix II.

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

ASSESSMENT

The products from the completed Assessment tasks will enable you to address these Strategic Plan content areas. Assessment of Community (Community Profile) ­ Strategic Plan Content

[Recommended 4 pages] For your Strategic Plan this section should address the following areas: Method: process used for reviewing data, resources, gaps and readiness; coalition involvement; and involvement of target population in assessment Data Assessment: substance abuse data; and area of consideration Resources Assessment: resources available; readiness; and significant partnerships have or need Gaps Analysis and Prioritizing: identified gaps; criteria used for determining priorities; contributing factors; and rationale for choosing these priorities

Purpose

This section describes the steps taken to assess community needs, resources, and readiness to address the problems and gaps in service delivery. An important feature of this section is the collection and/or analysis of epidemiological data that Task Category describes the magnitude of substance abuse in the community. Conduct assessment Include risk and protective factors; community assets and resources; Use state-provided and local identification of gaps in services and capacity; assessment of data readiness to act; identification of priorities; and specification of Gather community baseline data against which progress and outcomes can be measured. information and feedback Also, in this section describe the process used for the Assessment. Provide the data/information demonstrating need and the rationale for the priorities that were selected including the gaps or needs the coalition fills; and how the coalition integrates philosophy, empirical research, assessment, and evaluation data into its ongoing planning. Content from this section should be consistent with information in PBPS.

Related Resources:

Data Assessment Training Resources Assessment Training DBHR staff Athena Forum

Guidance

DBHR will provide additional guidance to assist you in completion of these Task Categories and this section of the strategic plan. Guidance questions for this section are available in Appendix II.

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

PLANNING

The products from the completed Planning tasks will enable you to address these Strategic Plan content areas. Plan for Action (Goals and Objectives) ­ Strategic Plan Content

[Recommended 3 pages] For your Strategic Plan this section should address the following areas: Goals and objectives: A goal is the targeted risk/protective factor or intervening variable and objectives are the measurable change as a result of this strategy or program; local conditions (contributing factors); and rationale for choosing these goals and objectives. (This should be congruent with PBPS.) Local strategies and activities/programs: list selected activities and programs; rationale for choosing these strategies. (This should be congruent with PBPS.) Logic Model: complete the template of the PRI logic model

Purpose

This section should articulate the goals and specific objectives and the strategies for organizing and implementing the appropriate prevention efforts, and is based ­ in large part ­ on the mission and research framework and the assessment and the rational for priorities. A strategic plan is comprised of broad goals and specific objectives that assist in attaining the broader goals. A goal is what the program wants to achieve, objectives are the steps the program will take in order to reach its goal. Outcomes that will be reported should relate back to the coalition's goals and objectives. Content from this section should be consistent with information in PBPS.

Task Category

Select community organizing framework Select goals, population and strategies Develop prevention strategic work plan

Related Resources:

Community Planning Training DBHR staff Athena Forum

Guidance

DBHR will provide additional guidance to assist you in completion of these Task Categories and this section of the strategic plan. Guidance questions for this section are available in Appendix II.

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

IMPLEMENTATION

The products from the completed Implementation tasks will enable you to address these Strategic Plan content areas. Plan for Implementation ­ Strategic Plan Content

[Recommended 3 pages] For your Strategic Plan this section should address the following areas: Implementation plan: chart of strategy/activity scope, intensity duration, target population and timeline (This should be congruent with PBPS.); who will conduct; partners involved; media strategies Confirmed partners: partners confirmed or plan for getting partners confirmed Target population to be served and cultural competency plan: community culture and demographics; and plan to ensure selected initiatives are appropriate for the residents of the community

Purpose

In this section, describe the implementation of activities and strategies to be used by the coalition to accomplish the stated goals and objectives. Describe your approach, methods, practices, or products used, including the scope, intensity, duration, target population, media involvement, who will be conducting these activities and timeline of your projects. Content from this section should be consistent with information in PBPS. Describe the commitment you have from partners that will ensure the viability to implement the strategies, activities, and programs. Lastly, describe the population(s) to be served by the coalition and the community culture and demographics and identify what needs to be done to ensure selected initiatives are appropriate for the residents of the community. Describe special characteristics of the population and demonstrate that the population served is well defined and understood by the coalition. This section should address a commitment to cultural competence.

Task Category Implement selected community organizing framework Participate actively in Cohort I learning community Localize media campaigns Confirm partnerships Organize and implement P/I services (September 2011) Implement selected environmental strategy(ies) Implement selected direct prevention strategy(ies) Related Resources:

Implementation Training Environmental Efforts 101 DBHR staff Athena Forum

Guidance

DBHR will provide additional guidance to assist you in completion of these Task Categories and this section of the strategic plan. Guidance questions for this section are available in Appendix II.

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

REPORTING AND EVALUATION

The products from the completed Reporting and Evaluation tasks will enable you to address these Strategic Plan content areas. Plan for Evaluation­ Strategic Plan Content

[Recommended 1 pages] For your Strategic Plan this section should address the following areas: PBPS: ensure reporting to PBPS Use of Evaluation information: and coalition's uses of evaluation information Local evaluation: other information collection (optional)

Purpose

This section should provide information on the coalition's strategic process for collecting information about the effectiveness, including verifiable data derived from information on the process and outcome evaluation. The primary question to answer is, "How can I demonstrate the impact this strategy/activity/program has had in my community?" This section should also address how the coalition will use the evaluation information both within the coalition and with the community at large. Evaluation results should be congruent with the coalition's stated goals and objectives, and should include quantifiable data.

Tasks

Report coalition and community organization functioning Report environmental strategy(ies) Report direct prevention strategy(ies) Participation in statewide evaluation

Guidance

DBHR will provide additional guidance to assist you in completion of these Task Categories and this section of the strategic plan. Guidance questions for this section are available in Appendix II.

Related Resources:

Training DBHR staff Athena Forum

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

Appendix

Appendix I: Appendix II: Appendix III: Appendix III: Appendix IV: Strategic Plan Outline Guidance Questions Plan-on-a-Page Template Plan-on-a-Page Sample Implementation Chart Sample

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Appendix I: Strategic Plan Outline

Below is a suggested outline for your Strategic Plan. We are intending for this to be a meaningful and useful document for your community in addition to submitting to DBHR for PRI reporting. Section 1 Title Page (1 page cover) Logo Coalition Name County Mission Table of Contents (recommended 1 page) Abstract/Executive Summary (recommended 1 page) The abstract/executive summary should provide readers with the following information: "who - provides what - to whom - how - when - where" and the underlying rationale or model for the program's approach, as well as highlights of the most pertinent findings from the program's evaluation. Be sure to include the following: Mission Brief explanation of need Goal and objectives Strategies and activities Area to be served Expected outcomes Section 4 Strategic Plan I. II. Mission and Statement of Purpose (recommended 1 page) Building Capacity (recommended 3 pages) Coalition Management Membership Recruitment and Retention Community Outreach and Sustainability Training and Capacity Building Assessment of Community (Community Profile) (recommended 4 pages) Method Data Assessment Resources Assessment Gaps Analysis and Prioritizing Plan for Action (Goals and Objectives) (recommended 3 page) Implementation (recommended 3 pages) Evaluation (recommended 1 page)

Section 2 Section 3 -

III.

IV. V. VI.

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Appendix II: Guidance Questions

Guiding Questions

Getting Started:

Completed

Capacity: Coalition Management What is the organizational structure of the coalition including workgroups, subcommittees, and fiscal agency relationships and how it is managed in the context of the goals and objectives? What process (who/how) is used for making coalition decisions regarding strategic planning, program implementations and coalition management? What systems are in place to help ensure effective communication and coordination among coalition members, workgroups, and staff and administration, partners, the media, policymakers and others? Include an organizational chart demonstrating the relationship between the coalition, workgroups, fiscal agent and staff.

Membership Recruitment and Retention What type of grassroots participation is included in your coalition? How will you recruit new members, partners, agencies, and stakeholders to support the coalition efforts? What is your plan from ensuring participation of at least 8 of the 12 DFC community sectors? What are the "rules" for membership and voting? How will you track membership and involvement in coalition efforts? What strategies will you use to maintain involvement and engagement of coalition members? Community Outreach and Sustainability How does your coalition goals for substance abuse relate to the broader public health work in the community? (i.e. Public Health Improvement Plan, DFC grantees, Community Transformation Grant, Community Networks, community Mobilization) How does your coalition support and make use of collaboration and linkages, especially with Federal, State, or local organizations? Include information on agency/coalition involvement with the community's other local substance coalition if such an entity exists. What resources are available to the coalition and program(s), and how is the coalition able to maximize or optimize the resources available to it? What community outreach strategies do you employ? How will you engage the broader community in efforts and initiatives? How will you seek the input of the broader community? What strategies will you put in place to ensure sustainability of the coalition efforts and outcomes? Training and Capacity Building What training have you or do you intend to provide for coalition members, broader community, and staff?

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Assessment:

Method Explain the process used for reviewing data, resources, gaps and readiness. How was the coalition involved in this process? What actions were taken to involve representatives of the target population(s) in program planning and implementation to ensure that the program is responsive to their needs? Data Assessment What is the epidemiological data and/or other information used for review of the community regarding substance abuse? Site specific relevant data. Identify important and/or significant data that demonstrates areas to focus substance abuse efforts (i.e. substance of choice, deficiency of a protective factors or high prevalence of a risk factor). Provide summary of relevant data. (You may want to attach an appendix of detailed data.) Resources Assessment What resources are available? Are they adequate? What are the significant partnerships that are developed or that need to be developed? Provide summary of relevant resource information. (You may want to attach an appendix of detailed resources assessment.) Gaps Analysis and Prioritizing What are the gaps? What criteria were used to prioritize to clarify and articulate the scope and nature of the substance abuse problem in the community? What are the contributing factors to substance abuse in this community? (Why is this a problem here?) Where can we have the greatest impact? What are the most important areas for our coalition to address? Explain the rationale for choosing these priorities.

Planning:

Goals and objectives: Briefly restate the needs to be addressed. What are the goals and objectives of the coalition? How do the goals and objectives directly respond to the information gathered from the assessment process? Local strategies and activities/programs: Briefly describe the local strategies and activities/programs selected? Explain the rationale for choosing these strategies. Explain the local conditions (contributing factors) that are important to the development of the goals, objectives and strategies. How many members of the population are expected to be reached and in what timeframe? Logic Model: Attach/insert coalition's logic model.

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

Implementation:

Implementation plan: Describe strategies and activities/programs for each goal and objective. How does the strategy, activities or program operate? Describe in detail and identify all features critical to implementation. Include its scope, intensity, target population and duration. Who is involved in conducting the activities (volunteers, staff, partners, others)? What is the timeline for strategies, activities or programs? How are you involving media in your strategies? See appendix for a Sample Chart for displaying this information Confirmed partners: What is the infrastructure/support system used to implement this program? How have you confirmed the partnerships needed to carry out these strategies and activities? Target Population(s) to be Served and Cultural Competency Plan What target population(s) does the coalition's strategies serve? Describe the norms, values, beliefs, practices, socioeconomic characteristics, risk and resiliency factors, cultural considerations, unique or special needs, and whether the strategies/program is community-wide or focuses on a specific population. How does implementation address the cultural needs of the target population? What was done to recruit and retain members of the targeted population into this coalition, strategies, and/or program? How is the staff trained in the cultural patterns of the coalition's target population(s)? What has been done to ensure cultural competency in this coalition's efforts?

Reporting and Evaluation:

PBPS How will you ensure proper reporting to DBHR? What method will be used for collecting this information and how often will you collect this information?

Use of Evaluation information How do the outcomes relate to the program's goals and objectives? How do the results based from the evaluation meet the needs for which the program was designed? How will this information be shared and used by the coalition? Who will want to know what about your evaluation? What reports due you expect to need to provide? To who? (coalition, City Council, DBHR) For what purpose? (funding, support, membership, integrity) Local evaluation (optional) Beyond PBPS is there anything else the coalition will be doing? What are the major outcomes, impacts, and changes expected for the coalition and each strategy, activity and program? What evidence can be used to support the answer described above?

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DBHR Prevention Redesign Initiative (PRI) Strategic Plan Guide

Appendix III: Plan-on-a-Page Template

[Coalition Name & LOGO]

Charter - Summary Plan

Approved at Coalition Meeting on [DATE].

Mission:

What is your Coalition Mission or vision statement?

Theory of Change:

What research framework are you using and how does that support how you see change happening in your community?

What

Strategies:

What strategies will you use? (e.g. Environmental, Direct services, Community Organizing, etc.)

Operating Principles:

What are key principles for which your coalition bases their decisions?

Programs/ Projects/ What programs, projects and/or activities is the coalition doing? Activities:

Structure: How

What is the organizational structure of the coalition? (e.g. Full Coalition, Leadership committee, ad-hoc committees, youth councils, etc)

Operational Functioning:

What are key operating functions? (i.e. how are decisions made? What are rules for membership, etc.)

Resources

Funding: Support:

What major sources of funds does the coalition use? What not monetary resources does the Coalition have? (i.e. volunteers, staff, training, partnerships, etc.)

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Appendix III: Plan-on-a-Page Sample Happy People Coalition

Charter - Summary Plan

Approved at Coalition Meeting on [DATE].

Mission: Theory of Change:

The Coalition is working to prevent youth violence and substance abuse by working in and with communities to strengthen families and increase positive development. Use Risk and Protective Factor research framework to change community and family outcomes, which will contribute to the reduction and prevention youth violence and youth substance abuse. Prioritized following risk factors: Low Community Attachment and Community Disorganization Community Laws and Norms favorable toward problem behaviors Friends who engage in problem behaviors And the protective factors of Bonding and Healthy Beliefs and Clear Standards

What Strategies: Operating Principles: Programs/ Projects/ Activities:

Community Mobilization and Service Collaboration We believe in community involvement and inclusion in strategic planning and implementation. Our community includes local non-profit organizations, school representatives, service agencies and community members. Coalition Meetings (Monthly meetings of full coalition and Leadership Committee; ad-hoc meetings TBD as needed) Peer Education (Project Northland) Changing our whole Community Environment (Communities Mobilizing for Change on Alcohol)

How

Structure: Operational Functioning:

Local Community Coalition with Executive Leadership Committee and ad-hoc Planning Workgroups; and Youth Council Membership: voting Members are to attend ¾ of the meeting annually. All partners and supporters are encouraged to participate as available. Open to the Public. Meeting Protocol: Coalition uses Roberts Rules as general guidelines for facilitation of meetings and works to build consensus whenever possible. Coalition votes on key decisions regarding policy, fiscal and strategy decisions. Must have quorum to validate vote. Public and private sources. Coalition volunteers. Staffing for outcomes. County/ESD/DBHR technical assistance

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Resources

Funding: Support:

DBHR PRI Strategic Plan Guide ­ October 2011

Appendix IV: Implementation Chart Sample

Happy People Coalition

Goal/Objective: Increase number of middle school parents with established family guidelines regarding alcohol, tobacco and other drugs. Strategy: Parenting Education

Activity/Program Name of activity/program Brief Description Briefly state the main purpose of the activity This class will teach family management skills Duration When will this take place? What is timeframe for this activity September 10 ­ October 15, 2011 Intensity How much? How often? Scope How many people impacted? 25 parents Target Population Who is this service for? Lead Organization Which organization is responsible to ensure this happens? Family Support Center Responsible Media Party (ies) Involvement Who is How is the conducting? media being involved? Family Advocate Send notice to community calendar

Parenting Class

40 minute sessions @ 1 per week for 4 weeks

Parent Tools Campaign

Distribution of parenting tool kits at doctor's office

July 2011 ­ December 2011

Minimum of 3 kits per day for 6 months

540 families

Local middle school. Especially immigrant parents. Families in Happy Town.

Healthy Choice Clinic

Dr. Jones

AD in local paper.

Goal/Objective: Strategy:

Activity/Program Brief Description Duration Intensity Scope Target Population Lead Organization Responsible Media Party (ies) Involvement

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