"MRC Action Plan Template"
Florida MRC Network - Action Plan Template for FY 11-12 Florida's local MRC sites are expected to develop Goals, Objectives and Activities that support the Florida Department of Health, Medical Reserve Corps Network Program Strategic Plan for 2011 to 2013. The strategic plan was developed based on national guidance with input from Florida's MRC unit coordinators. Five strategic priorities addressed in the plan are: · Volunteer and Leadership Development · Training and Exercising · Preparedness and Response · Sustainment of the Volunteer Management System · MRC Regional Plan Development and Implementation MRC Action Plan Name of MRC Unit: ____________________________________ Coordinator Signature: __________________________________________ Date: ___________ Mission : To augment local community health and medical services staff with pre-identified, trained and credentialed MRC volunteers. MRC Strategic Goal Action Plan Objective Activity - Implementing Steps Time Lead Activity Evaluation Status State MRC Strategic Priority - Volunteer and Leadership Development State MRC Strategic Priority - Training and Exercising MRC Action Plan - See Sample Plan and Plan Process for instructions 1 MRC Strategic Goal Action Plan Objective Activity - Implementing Steps Time Lead Activity Evaluation Status MRC MRC Strategic Priority - Preparedness and Response State State Strategic Priority - Volunteer and Leadership Development State MRC Strategic Priority - Sustainment of the Volunteer Management System State MRC Strategic Priority - MRC Regional Plan Development and Implementation MRC Action Plan - See Sample Plan and Plan Process for instructions 2 MRC Sample Action Plan July 2011 - June 2012 Florida's local MRC sites are expected to develop Goals, Objectives and Activities that support the Florida Department of Health, Medical Reserve Corps strategic plan for 2011-2013. The strategic plan was developed based on national guidance with input from Florida's MRC site coordinators. Strategic priorities addressed in the plan are: · Volunteer and Leadership Development · Training and Exercising Each item in the Budget/Spending Plan must · Preparedness and Response relate to one or more of the strategic priorities · Sustainment of the Volunteer Management System · MRC Regional Plan Development and Implementation A copy of the plan can be found at www.doh.state.fl.us/PHNursing/MRC/MRC_Main.html. State strategic priorities are found as subheadings in the below example. In the first column, enter the local MRC goal(s) that supports the state priority. In the second column, enter an objective(s) to support the goal. In the third column, list the activity that will be implemented to meet each objective. In the next two columns, enter the anticipated time frame for completing the activity and the lead person responsible for the activity. In the next column, enter the standard that will be used to determine success in accomplishing the activity. The last column will be used to report status when submitting progress reports. This is required for providing MRC updates to the state MRC Program Office. Updates should be brief and address successes and obstacles. This example incorporates state strategic plan priorities and objectives and activities found to be effective by local MRC Units, each MRC Unit should develop plans based on local needs, goals and resources. These are high level goals, objectives and activities that can be the basis for developing more detailed implementation plans. Mission : To augment local community health and medical services staff with pre-identified, trained and credentialed MRC volunteers. MRC Strategic Goal Action Plan Objective Activity Time Lead Activity Evaluation Status State MRC Strategic Priority - Volunteer and Leadership Development Ensure MRC Operational Plan is Coordinator Readiness review completed annually July each consistent with Community Emergency and Steering Note: this relates back to recruitment and year Operations Plan Committee training plan activities December Review and update current policy and 2011 then Coordinator Steering Committee minutes reflect review procedures manual to include screening, July each and Consultant and approval of Operational manual selection, roles and responsibilities Ensure a skilled MRC year Materials available on Web site. Updated volunteer workforce to Maintain policies, procedures and Coordinator Goal 1: Ensure a skilled Ongoing within two weeks of new or update material provide defined services educational materials on Web site and Consultant MRC volunteer available based on the applicable workforce February, Semiannual and final progress reports MRC Volunteer Job Evaluate and report on ongoing activities Coordinator May, August submitted to State MRC coordinator descriptions Updated contact information, volunteer Maintain unit profile on national MRC site Ongoing Coordinator counts and brief program highlights posted at once every three calendar months Coordinator Develop budget/spending plan tied to June each Plan approved by budget manager and and Budget Action Plan year submitted to State MRCoordinator Manager State MRC Strategic Priority - Training and Exercising Percent of new volunteers who complete a July 2011 Evaluate training needs of volunteers Coordinator training needs assessment as part of then ongoing orientation Ensure a skilled MRC volunteer workforce to December Required and core comptetency training Goal 1: Ensure a skilled Offer flexible opportunities for training 2011 and Consultant available online and in face-to-face provide defined services MRC volunteer ongoing sessions quarterly based on the applicable workforce At least one annual exercise/drill with MRC Volunteer Job Coordinate MRC volunteer participation in descriptions Ongoing Coordinator follow up analysis for opportunities for local exercises/drills improvements December Include training and educational resources Links to training available on Web site with 2011 then Consultant and information for volunteers on Web site new information added as available ongoing Sample MRC Action Plan June 2008 3 MRC Strategic Goal Action Plan Objective Activity Time Lead Activity Evaluation Status MRC MRC Strategic Priority - Volunteer and Leadership Development State State Strategic Priority - Sustainment of the Volunteer Management System Complete uploading of volunteers into September All volunteers registered locally prior to Consultant SERVFL system 2011 SERVFL transferred to online system Goal 2: Maintain the Utilize SERVFL Registry as Document and track volunteers through Initial volunter contact made within two SERVFL (ESAR-VHP) tracking and management Ongoing Coordinator SERVFL weeks of registration on SERVFL Registry tool Maintain training records and profiles for Training records updated within two weeks Ongoing Coordinator volunteers of any training State MRC Strategic Priority - Preparedness and Response Review local plans for MRC related Plans identified as needing MRC related Ongoing Coordinator Align local plans and information information activities to provide MRC Goal 3: Provide MRC support to the local County support to CHDs and Health Departments (CHDs) ESF-8 and Emergency Support Function 8 (ESF-8) Revise local plans to include MRC related Ongoing Coordinator Plans revised with MRC related information information Identification of gaps in available Conduct recruitment needs assessment July 2011 Coordinator volunteers to meet community public health needs Develop targets for recruitment and September List of media outlets, postions to recruit Coordinator marketing 2011 and position descriptions developed Number of ads, articles published, October 2011 Conduct multimedia recruitment campaign Coordinator brochure produced and direct mailouts. and ongoing Number recruited as result of campaign Increase the number of Participate in a minimum of three outreach Record of activity conducted. Number Goal 4: Increase the MRC Volunteers through June 2011 Coordinator activities recruited after presentations number of MRC Regional and Local MRC Work with community response Volunteers recruitment and mentoring July 2011 Meetings held. Joint recruitment activities organizations to coordinate volunteer Coordinator efforts and ongoing established recruitment and retention December Place recruitment information and 2011 then Information posted. Number recruited as Consultant registration forms on Web site July each result of Web site contact year Complete Chapter 110 registration and all Registration for selected volunteers required credentialing, screening and Ongoing Coordinator completed within 90 days of registration on forms SERVFL Sample MRC Action Plan June 2008 4 MRC Strategic Goal Action Plan Objective Activity Time Lead Activity Evaluation Status State MRC Strategic - MRC - Volunteer and Leadership and Implementation State MRC Strategic PriorityPriority Regional Plan Development Development Participate in 90% of monthly MRC calls Build partnership capacity with state, Ongoing Coordinator and 75% of state and regional meetings as regional and national organizations funding allows List of partners with contact information Identify key collaborative partners July 2011 Coordinator developed Develop partnerships for sharing training, September Number of partner meetings held and Coordinator information and resources 2011 MOUs developed Work with partners to integrate MRC into MRC added to Emergency Response October 2011 Coordinator local emergency management structure Team Increase Florida's MRC Educate community partners Ongoing Coordinator Number of meetings or presentations Network representation, Goal 5: Increase Include County Health Department and collaboration, visibility and September Representatives invited and will attend at Florida's MRC Network Area Agency on Aging on MRC Steering Coordinator influence at the Local, 2011 least 75% of steering committee meetings representation Committee Regional, State, and Participate in at least 75% of local National levels Attend local Emergency Response Team Ongoing Coordinator meetings. Make quarterly presentations and Emergency Management meetings about MRC Increase awareness through public Participate in at least two community Ongoing Coordinator education and communty events events Develop and have Steering Committee June each Steering Committee minutes reflect Coordinator approve site Mission statement year approval of mission statement Review, update and have Steering June each Steering Committee minutes reflect Coordinator Committee approve Annual Action Plan year approval of action plan Ensure Action Plan assists state MRC June each Steering Steering Committee minutes reflects efforts in achieving Florida MRC Plan year Committee review of plan Sample MRC Action Plan June 2008 5 Developing and Using an MRC Action Plan Action Plan Principles An action plan provides the description of program actions or activities necessary to achieve strategic goals and objectives. It includes intended activities for the project period, lead roles for activities, timeframes and evaluation criteria for determining success in achieving and determining the difference made by the activity. Activity evaluation strategies included in the plan allow you to document and report accomplishments and success. They also allow you to identify strengths and weaknesses to help make program decisions regarding opportunities to change, enhance and improve activities, management and operations. This information will drive the development of the local MRC program. Evaluation strategies should be reviewed, modified or added throughout the implementation of the plan to make sure they are helping you determine "What difference did the effort make?" If you find you are not meeting your evaluation standards, look back at your implementing steps to determine if additional or different activities are necessary to achieve your goals. If you find you are not meeting your evaluation standards, look back at your implementing steps to determine if additional or different resources (money, staff, time) are necessary to achieve your goals or if there are external influences (out of your control) affecting your outcomes. Evaluation standards in the sample plan reflect progress toward meeting the plan activity. To truly identify strengths and weaknesses and make program decisions you also need to measure your performance toward meeting your objectives. The next page includes examples of objective performance measures. The local action plan should relate to the Florida Medical Reserve Corps Network Strategic Plan, the Community Emergency Response Plan and the local MRC Budget/Spending Plan. Action Plan Definitions Strategic planning terms are often defined in many ways depending on the document being referenced. The following definitions reflect terms used in the MRC sample action plan and instructions: Priorities - Volunteer and Leadership Development; Training and Exercising; Preparedness and Response; Sustainment of the Volunteer Management System; and MRC Regional Plan Development and Implementation. These headings reflect core MRC program activities and link the action plan to the spending plan Strategic Priority - An area of great importance to achieve the mission of the program Goal - Broad general statement that describes what you want to achieve. It sets the long-term program direction. There may be more than one goal for a priority Objective - Statement that explains how the goal will be achieved and defines expected results. There may be several objectives for a goal. Objectives should be specific, measurable, achievable, relevant and contain a time frame for accomplishment. (The SMART approach to writing objectives) Activities - The events and actions conducted with available program and community resources Performance Measure - An indicator that reflects the achievement of the desired outcome of the objective. May be quantitative or qualitative Standard - The benchmark or standard used as a reference point for measuring progress in meeting an objective. It can be used for comparing progress annually. Developing and Using an MRC Action Plan 6 Action Plan Process Steps When developing an annual action plan, follow these necessary steps: Review previous year plan, analyze achievements and areas for improvement Review the Florida MRC Network Program Strategic Plan Analyze local needs and goals to see how they fit in with State Strategic Priorities, Goals and Objectives Review the community Emergency Response Plan to determine areas for coordination and ensure compatibility Draft local goals and objectives Identify actions that need to be customized to meet local needs, goals and available resources Review draft plan to ensure it assists state MRC efforts in achieving Florida MRC Network Program Strategic Plan Meet with Community leaders and/or Advisory Committees to discuss and obtain plan input and support Have community leaders or Steering Committee review and approve Annual Action Plan Action Plan Resource Information The Department of Health, Office of Public Health Nursing, MRC Resource Toolkit contains more information and links to resources for developing strategic plans, writing objectives and developing local Action Plans. www.doh.state.fl.us/PHNursing/MRC/MRC_Main.html One resource is an Outline for Developing Strategic Action Plans developed by The Community Toolbox. The Community Toolbox is a service of the Work Group for Community Health and Development at the University of Kansas. http://ctb.ku.edu/en/LearnMore.aspx Action Plan Performance Measures The following table provides example performance measures for objectives included in the sample MRC Action Plan. Challenge your program but be realistic in establishing standards. You may not know what goals to set for your first program year. Use the results from your first year to set future benchmarks, goals or standards. Sample Action Plan Performance Measures Objective Measure Standard Percent of volunteers who have been Identify and document volunteer capacity and credentialed, trained in competencies and meet 60% roles in emergency response FEMA standards to function during an incident Enhance and Improve Management and Percent of policies and operating procedures 75% Administrative Capabilities reviewed and updated at least annually Percent of semi annual and final state progress reports that identify strengths, weaknesses, Identify, document and report program activities, 100% conclusions, recommendations and updated progress, strengths and opportunities for action plan enhancements Percent of quarterly National MRC project profile 100% updates Increase the number of MRC volunteers through Percent over prior year volunteers who complete 20%* recruitment the registration process Percent of current volunteers who are still active Maintain current volunteer cadre 90% at end of program year Developing and Using an MRC Action Plan 7 Percent of new volunteers that successfully complete training in IS 100.a or b and 700.a 25% Increase training capacity and ensure volunteer within 90 days of program orientation competencies through training and educational Percent of volunteers who obtain certificates of opportunities completion for core competencies during the 25% program year Improve local partnerships and communications Number of jointly held activities to improve to enhance community health and medical 2 community health services Number of persons benefiting from public health Strengthen community public health education events through education or 200 infrastructure immunization Number of new community leaders and partners Increase strategic planning capacity 1 input in the planning process Utilize State Emergency Responders and Percent of volunteer registration, training records Volunteers of Florida (SERVFL) Registry as and mission tracking accomplished through 90% tracking and management tool SERVFL *A Florida Department of Health, Surgeon General's Performance measure for the Office of Public Health Nursing is to have a 20% annual increase of new volunteers in the Florida Medical Reserve Corps Network Program. Developing and Using an MRC Action Plan 8