OPEN MINDS: Alaska Children’s Behavioral Health System of Care - Initial Work Plan
Team
Member(s)
Task Assigned Due Date Deliverable
Project Kick-off Activities
Coordinate dates for initial work plan development LR 5/3/2009
Initiate desk review: DA 5/08/2009
1. Conduct a review of literature and national models to inform development of a system of
care model that is uniquely Alaskan (The Alaska Children’s Initiative: Outline for Development
of a Comprehensive System of Care for Children and Youth, including the systems from
Texas, Hawaii, and Wraparound Milwaukee.) DA 5/8/2009
2. Conduct a comprehensive review of DHSS statutory/regulatory authority, and identify
recommendations of change to align with business management and clinical/service delivery
practice (Ex. reimbursement mechanisms, fiscal structures, clinical standards and levels of
care, and regulation development). DA 5/15/2009
3. Conduct review of DHSS (DBH, OCS, DJJ) management structures relevant to oversight of
children’s behavioral health services, and identify recommendations for alignment. DA 5/22/2009
4. Conduct a review of level of care, functional assessment and decision support strategies
and tools. (See Promising Approaches; Pires, S.A., & Grimes, K.E. (2005)
(http://rtckids.fmhi.usf.edu/rtcpubs/hctrking/pubs/promising_approaches/toc_08.html). DA 5/29/2008
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 1
Team
Member(s)
Task Assigned Due Date Deliverable
Develop agenda for initial call with Alaska Project Leads DA 5/4/2009
1. On-going
communication plan
with Project Leads
2. Review of project
deliverables
3. Initiate
information requests
4. Identify JMT
members,
Alaska & stakeholders, &
Convene one conference call with DHSS(DBH,OCS,DJJ) to review and approve the work plan OM Team 5/20/2009 work groups
Submit information request to Alaska DBH
LR 5/8/2009
JMT & Project Lead Activities
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 2
Team
Member(s)
Task Assigned Due Date Deliverable
Ensure alignment of
activities with
project goals. At the
start of the project
and every two
weeks throughout
Alaska & June 25 & the life of the
Meeting #1 with the JMT for reporting project status OM Team 26, 2009 project.
Ensure alignment of
activities with
project goals. At the
start of the project
and every two
weeks throughout
Alaska & the life of the
Meeting #2 with the JMT for reporting project status OM Team 7/9/09 project.
Ensure alignment of
activities with
project goals. At the
start of the project
and every two
weeks throughout
Alaska & the life of the
Meeting #3 with the JMT for reporting project status OM Team 7/23/09 project.
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 3
Team
Member(s)
Task Assigned Due Date Deliverable
Ensure alignment of
activities with
project goals. At the
start of the project
and every two
weeks throughout
Alaska & the life of the
Meeting #4 with the JMT for reporting project status OM Team TBD project.
Kick-off call with
Alaska Project
Leads: Stacy Toner
Meet with the DBH co-project leads for project coordination at start of project and weekly Alaska & & Mark Haines-
thereafter. OM Team 5/8/09 Simeon
Follow up to
information request,
identify JMT
members, confirm
on-site dates, and
Alaska & deliverable
Meet with the DBH co-project leads for project coordination OM Team 5/13/09 schedules.
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 4
Team
Member(s)
Task Assigned Due Date Deliverable
1. Review initial
drafts of work plan,
project plan and
SOC outline
2. Identify JMT
members
3. Identify
Stakeholders
Alaska & 4. Identify work
Meet with the DBH co-project leads for project coordination OM Team 5/20/09 groups
Review drafts of
Workplan, Project
Plan, and draft
outline of SOC to be
submitted to JMT
Alaska & meeting on May 28,
Meet with the DBH co-project leads for project coordination OM Team 5/27/09 2009
1. Review initial
drafts of work plan,
project plan and
SOC outline
2. Identify JMT
members
3. Identify
Stakeholders
Alaska & 4. Identify work
OPEN MINDS project team meet with DBH co-project leads OM Team 5/28/09 groups
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 5
Team
Member(s)
Task Assigned Due Date Deliverable
Review comments
on drafts of
Workplan, Project
Plan, and draft
outline of SOC from
JMT meeting held
on May 28, 2009 for
Alaska & submission on June
Meet with the DBH co-project leads for project coordination OM Team 6/3/09 8, 2009
Final drafts for work plan, project plan, & SOC outline DA 6/4/09
Internal formatting, copy editing, and review of communication plan LR 6/5/09
Final edits to communication plan, templates, etc. DA 6/5/09
Peer Review and sign off on communication plan, agendas, templates, and all materials JT 6/6/09
Submit deliverables of Work Plan, Project Plan, & SOC Outline (Deliverables #1, #2, & #3) DA 6/7/09
Draft a written communication plan based on JMT and Key Stakeholder meetings detailing
agendas, meeting dates, conference calls, and summaries of meetings and distribution of
information. DA 6/8/09
Final edits to materials based on client feedback DA 6/9/2009
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 6
Team
Member(s)
Task Assigned Due Date Deliverable
Peer Review and sign-off JT 6/10/2009
Final edits per peer review DA 6/11/2009
Final distribution of communication plan to all team members (Deliverable #4) LR 6/16/2009
Prep for on-site visit
to include:
1. JMT meeting
schedule
2. Stakeholder
Alaska & schedule
Meet with the DBH co-project leads for project coordination OM Team 6/17/09 3. Work group tasks
Conduct initial on-site meetings in Juneau with JMT (assumes half day in Anchorage)
1. Establish vision statement
2. Establish project guidelines
3. Establish meeting schedule for work groups
4. Establish meeting schedule for Stakeholders DA & JT 6/25/09
Conduct initial on-site meetings in Anchorage with Key Stakeholders (changed from Juneau to
Anchorage) DA & JT 6/26/09
Edits to draft SOC document based on client feedback DA 6/30/09
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 7
Team
Member(s)
Task Assigned Due Date Deliverable
Peer Review to updated SOC document JT 7/1/2009
Edits per peer review DA 7/3/2009
Alaska &
Meet with the DBH co-project leads for project coordination OM Team 7/1/09
JMT & OM
Bi-weekly conference call with JMT Team 7/8/09
Alaska &
Meet with the DBH co-project leads for project coordination OM Team 7/15/09
JMT & OM
Bi-weekly conference call with JMT Team 7/22/09
Alaska &
Meet with the DBH co-project leads for project coordination OM Team 7/29/09
JMT & OM
Bi-weekly conference call with JMT Team 8/5/09
Alaska &
Meet with the DBH co-project leads for project coordination OM Team 8/12/09
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 8
Team
Member(s)
Task Assigned Due Date Deliverable
JMT & OM
Bi-weekly conference call with JMT Team 8/19/09
Alaska &
Meet with the DBH co-project leads for project coordination OM Team 8/26/09
JMT & OM
Bi-weekly conference call with JMT Team 9/2/09
Alaska &
Meet with the DBH co-project leads for project coordination OM Team 9/9/09
JMT & OM
Bi-weekly conference call with JMT Team 9/16/09
Alaska &
Meet with the DBH co-project leads for project coordination OM Team 9/23/09
Work Group Activities
Initiate work group tasks, conference call agenda's, and defined deliverables DA 6/3/2009
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 9
Team
Member(s)
Task Assigned Due Date Deliverable
Facilitate and staff a core workgroup that includes membership as defined by the JMT. These
can be facilitated via teleconference. The primary purpose of the internal core workgroup is to:
(Assumes one hour each week over 3 months)
一. identify and define internal alignment issues;
一. identify and recommend project workgroup tasks; and,
一. recommend policy decisions in order to ensure consistency and uniformity in policy across
all three DHSS agencies (DBH, OCS, DJJ). DA 6/26/09
OM & Work
Weekly Conference calls with work groups Groups 6/30/09
OM & Work
Weekly Conference calls with work groups Groups 7/6/09
OM & Work
Weekly Conference calls with work groups Groups 7/13/09
OM & Work
Weekly Conference calls with work groups Groups 7/20/09
OM & Work
Weekly Conference calls with work groups Groups 7/27/09
OM & Work
Weekly Conference calls with work groups Groups 8/3/09
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 10
Team
Member(s)
Task Assigned Due Date Deliverable
OM & Work
Weekly Conference calls with work groups Groups 8/10/09
OM & Work
Weekly Conference calls with work groups Groups 8/17/09
OM & Work
Weekly Conference calls with work groups Groups 8/23/09
OM & Work
Weekly Conference calls with work groups Groups 8/30/09
OM & Work
Weekly Conference calls with work groups Groups 9/6/09
Write Comprehensive Description of Existing Alaska SOC for Children DA July
Facilitate and staff sub-committee task groups, as needed. These can be facilitated via
teleconference. (Assumes two calls in the first month and one each of the following two
months) DA June
OM & Work
Facilitate and staff sub-committee task groups, as needed. Groups July
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 11
Team
Member(s)
Task Assigned Due Date Deliverable
OM & Work
Facilitate and staff sub-committee task groups, as needed. Groups July
OM & Work
Facilitate and staff sub-committee task groups, as needed. Groups August
Facilitate and staff “key stakeholder informant” groups in Anchorage, as needed (Ex. BRS
staff, other residential providers, designated DHSS staff, etc). These can be held via OM & Key
teleconference with at least one face-to-face meeting in Anchorage. (Assumes three - two Stakeholder
hour meetings per month via teleconference) Informants July
Facilitate and staff “key stakeholder informant” groups in Anchorage, as needed (Ex. BRS OM & Key
staff, other residential providers, designated DHSS staff, etc). These can be held via Stakeholder
teleconference with at least one face-to-face meeting in Anchorage. Informants August
Development of a Provider Education and Training Plan: Draft provider/DHSS staff education
and training plan based on input from on-going JMT, key stakeholder informant groups and
sub-workgroup meetings over the course of the project. DA August
Final edits to materials based on client feedback DA September
Peer Review and sign-off JT September
Final edits per peer review DA September
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 12
Team
Member(s)
Task Assigned Due Date Deliverable
October 8,
Final distribution of training plan to all team members (Deliverable #5) LR 2009
Proposed Alaska SOC for Children - Final Report DA August
Final edits to materials based on client feedback DA August
Peer Review and sign-off JT August
Final edits per peer review DA August
Final distribution of Children's SOC Report to all team members (Deliverable #6) LR September
Final on-site half day with JMT & Stakeholder Groups to review final report DA & JT September
Edits based on on-site comments DA September
Peer Review and sign-off JT September
October 8,
Submit Final Report LR 2009
Children’s Behavioral Health System of Care Project Plan
Prepared By OPEN MINDS / June 8, 2009 13
Children’s Behavioral Health System of Care Project Plan
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