Sample Strategic Planning for Schools

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					                   Colorado Partners for
                    Sustainable Change

    Strategic Planning Workbook

                               Third in a six-part series
                                       Part 1:        Getting Started
                                       Part 2:        Needs Assessment
                                       Part 3:        Strategic Planning
                                       Part 4:        Implementation
                                       Part 5:        Evaluation
                                       Part 6:        Sustainability




1                                Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                                              Strategic Planning
What Is a Strategic Plan?
Strategic planning is both a process and a plan. It is a data-driven plan that guides prevention work
in a community. Well-designed plans include the following:
    1. A process that is data-driven, community-based and ongoing
    2. Identified goals, strategies, and specific action steps for implementation
    3. Contain a mix of evidence-based programs, policies and practices to affect community level
        change
    4. A focus on improving and strengthening the prevention infrastructure already in place, and
        building on the resources and capacities that already exist within the community.

This workbook outlines the steps for developing a strategic plan and includes templates, sample
plans and helpful tips.

Communities that engage in strategic planning process should already have a coalition in place and
have completed a thorough needs assessment. See the „Getting Started‟ and „Needs Assessment‟
workbooks for guidance on these initial steps.

Why should you develop a strategic plan?
  1. Identifies or clarifies target population and domain
  2. Helps select evidence-based strategies using data
  3. Builds consensus and buy-in among participants for implementation

                                            Using the Workbook
Each section of this Workbook is organized in the same format. You will see the following
headings in each section:

    Actions: Provides an overview of work to consider, or goals to obtain, when going through a
             strategic planning process.

    Tools:     These can be followed step by step or can be used as a standalone for a specific topic to
               support your existing coalition

                                             Acknowledgements
"This document was prepared under Contract number IHM ADA0601085 with the Colorado Department of
    Human Services (CDHS) Division of Behavioral Health. The publication was made possible by Grant
Number #6 U79 SP11181 from the HHS Center for Substance Abuse Prevention (CSAP), Substance Abuse
  and Mental Health Services Administration (SAMHSA)'s Strategic Prevention Framework State Incentive
Cooperative Agreements Grant administered by the Community Prevention section of the CDHS Division of
  Behavioral Health. Its contents are solely the responsibility of the authors and do not necessarily represent
 the official views of the HHS Center for Substance Abuse Prevention (CSAP), Substance Abuse and Mental
           Health Services Administration (SAMHSA) or the CDHS Division of Behavioral Health."
2                                Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                                             Workbook Sections

Strategy I: Prepare to Plan

    Action:
     1. Identify and gain commitment from key stakeholders to participate
     2. Develop and/or confirm shared mission and vision statements
     3. Develop an agenda and timeframe for the strategic planning process
     4. Provide pre-meeting information

    Tools:
      Meeting Checklist
      Sample Agenda

Strategy II: Develop the Strategic Plan

    Action:
     1. Convene the strategic planning session
     2. Review needs assessment and data
     3. Develop problem statement
     4. Develop a logic model based on the problem statement
     5. Identify goals based on the data
     6. Develop strategies, action steps, outcomes, timelines and responsible parties for each
         strategy
     7. Address the sustainability and cultural responsiveness of each goal

    Tools:
      Words and Definitions Handout
      Logic Model Toolkit Overview
      Choosing Evidence-Based Strategies Toolkit Overview
      Strategic Plan Sample

Strategy III: Share The Plan

    Action:
     1. Develop key talking points for the plan
     2. Develop a list of groups and leaders to present

    Tools:
      Audience Communication and Best Fit
      Types of Communications and Reports


3                                Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                                                   Strategy I:
                                                 Prepare to Plan
Actions in this Section

    1.   Identify and gain commitment from key stakeholders to participate
    2.   Develop and/or confirm shared mission and vision statements
    3.   Develop an agenda and timeframe for the strategic planning process
    4.   Provide pre-meeting information


Tools in this Section

        Strategic Planning Session Meeting checklist
        Strategic Planning Session Sample agenda


Tips for Success:

        Make sure stakeholders are familiar with the needs assessment results
        Set realistic timeframes and agendas
        It may be helpful to have a facilitator that is not a stakeholder




4                                Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                     Strategic Planning Session Meeting Checklist

    □ Send out agenda to attendees prior to meeting


    □ Invite outside facilitator if needed


    □ Prepare copies of mission/vision if they already exist


    □ Bring a copy of your needs assessment report


    □ Bring copies of a strategic plan template


    □ Ensure meeting room has internet connectivity to search from evidence-based
      strategies




5                                Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                        Strategic Planning Session Sample Agenda

                                  Note that this agenda can be done in a full day retreat
                                    format or over the course of 2-3 shorter meetings


Session Outcomes
   o Identified mission, vision, goals and strategies for XYZ coalition

I. Introductions (10 min)
     Check in on outcomes for day
     Words and terms of strategic planning

II. Clarifying Vision and Mission (60 min)
     Write a shared vision for this coalition
     Develop a mission statement

III. Identifying Needs (60-90 min)
     Review of Needs Assessment
     Develop Problem Statement based on the data

IV. Developing 3-5 Goals (60-90 min)
     Identify 3-5 shared goals for the coalition based on the problem statement
     Discussion –
          o Are these a good fit for this community?
          o Are they achievable over the next 3-5 years?

V. Strategies to Achieve the Goals (40-60 min)
     Choose evidence-based strategies discussion
     Develop strategies for each goal
     Group votes or agrees via consensus to adopt strategies

VI. Action Steps (45-60 min)
     Develop 12-18 month action steps, outputs, timeframes and responsible parties for each
       strategy

VII. Wrapping Up (20 min)
    Review accomplishments
    Next steps for completing and/or finalizing strategic plan
    Evaluate the process



6                                Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                                              Strategy II:
                                       Develop the Strategic Plan
Actions in this Section

    1. Convene the strategic planning session
    2. Review needs assessment and data
    3. Develop problem statement
    4. Develop a logic model based on the problem statement
    5. Identify goals based on the data
    6. Develop strategies, action steps, outcomes, timelines and responsible parties for each
       strategy
    7. Address the sustainability and cultural responsiveness of each goal


Tools in this Section

        Strategic Planning Words and Definitions Handout
        Logic Model Toolkit Overview*
        Choosing Evidence-Based Strategies Toolkit Overview*
        Strategic Plan Sample
        Strategic Plan Template

    *These represent detailed documents that may be found at following link:
    http://www.rpscolorado.org/pdf/logic_model_toolkit.pdf




Tips for Success:

        Depending on preference, the strategic plan or the logic model can be developed first in the
         sequence

        Try to keep goals and outcomes realistic and measureable

        Using evidence-based strategies will also provide information on intended outcomes and
         evaluation methods




7                                Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                Strategic Planning Words and Definitions Handout

In general, strategic plans cover a three-five year timeframe and include the following components:
mission, vision, goals, strategies, action steps, timeframes and responsible parties. When engaging in
a strategic planning process, it is helpful to define these words and terms so everyone is on the same
page.

Vision = A simple, inspiring statement of the future. The vision statement should reflect the
coalitions shared “dream” of what the community will look like when the mission has been
achieved. For example: “A community free of alcohol and drug abuse.”

Mission = A short written statement describing the purpose of the coalition or organization. The
mission statement provides direction and guides the day-to-day work of the initiative. For example:
“Our mission is to reduce and prevent substance use among youth in the community.”

Goal = A statement of what you want. A goal states the intent and purpose that supports the
coalition‟s vision and mission. For example: “To delay the onset of underage drinking in our
community”.

Strategy = A statement of what you will do to achieve your goal. Strategies describe the specific
approaches you will use to achieve your goals. For example: “Implement evidence-based prevention
education curriculum at the elementary school” or, “Use a social marketing campaign to educate and
engage parents of middle school youth.”

Action Steps = The concrete steps that will be taken to achieve the strategy. Action steps should be
sequential and easy to “measure” through the outputs. These “measurable” steps make the strategic
plan a usable, working document. Coordinators and coalitions can track their progress by reviewing
the strategic plan at monthly meetings.

Outputs = The tangible results of the action steps. Outputs can be tracked and documented
through process evaluation methods.

Target Date and Person Responsible = The details of when the action step will take place and
who is responsible to make sure this happens.

Sustainability = Brief paragraph addressing how this goal will be sustained in future years and/or
once current funding streams end.

Cultural Responsiveness = Description of what steps have been taken to ensure the goal is
responsive the to specific culture in the community. Cultural responsiveness extends beyond
ethnicity and this section should include other elements of the community culture.




8                                Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                                       Logic Model Toolkit Overview
    The Logic Model Toolkit is designed to help communities and organizations go through the process
    of creating a logic model. This toolkit will cover the following key areas in depth:
         Introduction
         Definition of a Logic Model
         Components of a Logic Model
         Creating A Logic Model
         Putting the Logic Model to Use

    This toolkit also contains logic model templates and examples to help with this process. Below we
    included a condensed example of a logic model and important considerations to take into account
    when creating one. Please refer to the full Logic Model Toolkit found at the link:
    http://www.rpscolorado.org/logic_model.htm

    EXAMPLE
    GOAL 1: Increase the number of underage youth who choose not to drink

Strategy 1: Implement evidence-based prevention curriculum in elementary schools
           Action Steps                            Outputs                  Target Date      Person(s) Responsible
1. Gain agreement from school -Signed MOA with School October                             Prevention Coordinator
administration for prevention          District                            2009           Coalition representative
curriculum                                                                                School Personnel
2. Choose and purchase                 -Curriculum and all                 December       Curriculum workgroup
appropriate evidence-based             associated materials                2009           comprised of district reps
curriculum                             purchased                                          and prevention coordinator
3. Train staff to implement            -One teacher per grade              February       Coordinator
curriculum                             trained in curriculum               2010           School Personnel
4. Implement curriculum with           - Students complete full 6          End of         School Personnel
all elementary students                week curriculum                     school year    Students
                                       - Students complete pre             2010           Coordinator
                                       and post tests

    Sustainability – XYZ school district has agreed, as written in the MOA, to adopt the prevention
    curriculum and take fiscal responsibility for training and materials at the end of three years. The two
    others school districts in our county have not yet committed to implementing prevention curriculum
    but have indicated they might be willing to “get on board” if they see positive results.

    Cultural Responsiveness – The prevention coalition has been responsive to the school culture by not
    being prescriptive with a pre-selected curriculum. Instead, a workgroup will be formed that includes
    district representatives and is supported by the prevention coordinator. This helps ensure that the
    schools decide which evidence-based curriculum best suits them. In addition, the coalition has
    committed funds to provide Spanish language curriculum to meet the needs of our significant
    immigrant population.
    9                                Strategic Planning: Needs Assessment Workbook
                                       Colorado Partners for Sustainable Change

    *A 5 part series funded by CDHS; Division of Behavioral Health
    http://www.cdhs.state.co.us/adad/prevention.htm
           Choosing Evidence-Based Approaches Toolkit Overview
To help communities and organizations with evidence-based approaches we have created the
Choosing Evidence-Based Approaches Toolkit and PowerPoint. Listed below are the main sections
found in the toolkit. For this comprehensive process please download the Choosing Evidence-Based
Approaches Toolkit and PowerPoint from the RPC website at
http://www.rpscolorado.org/evidence_approach.htm.

Toolkit sections

A: Utilize Needs Assessment Results

B: Conduct Gaps Analyses

C: Know the Criteria of “Evidence-Based”

D: Search for Approaches (Evidence-Based Programs, Policies, Practices Website Links)

E: Establish Fit

Choosing evidence based approaches. What does it mean?

The program, policy or practice must meet at least one of these 3 criteria:

     1. Federal Lists or Registries: appears on at least one federal government approved list of
        programs or website (e.g., Nat‟l Registry of Effective Programs - NREPP, Dept. of Ed.,
        Dept. of Justice)
     2. Peer-reviewed Journals: has appeared in a peer-reviewed journal and has demonstrated
        effectiveness
     3. Documented Effectiveness: documentation is provided that the program, policy or practice
        is evidenced-based (comprehensive evaluation report with pre-post, literature review,
        comparison group, and positive findings)

*Please refer to the link listed below for the entire Choosing Evidence-Based Strategies Toolkit:
http://www.rpscolorado.org/evidence_approach.htm




10                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                                   SAMPLE STRATEGIC PLAN

Issue/Problem Statement
In Colorado County, our data clearly and consistently indicates several issues. First, it indicates that
there is a significant level of alcohol use by use underage youth in the public school district and at
the State College (SC). Second, it indicates that parents in the community appear to not be fully
aware of their children‟s and other students‟ behaviors. Finally, the data shows that there is a strong
perceived need for increasing community awareness and involvement in addressing the issues of
alcohol and drug abuse, as well as a high level of optimism that such efforts can make a positive
difference. If viewed from a cause and consumption perspective, it would appear that ease of access,
low perceived risk, and community tolerance for underage alcohol use are all contributing factors
which impact consumption indicators of high rates of underage drinking and high rates of binge
drinking among students. This is further supported by data that shows the county Liquor License
Rates at almost four times that of the state. That means there are 116 licenses for a population of
just over 14,000.

From our Community Readiness Assessments we understand that knowledge and awareness around
underage drinking issues is low. Therefore, a primary goal derived directly from our Level of
Readiness scores is to raise awareness with concrete ideas of ways to address the issue. The inclusion
of community-specific information has been pivotal in this process.

Our Resource Assessment shows that there are moderate levels of funding for prevention
throughout the community. From a gaps analysis perspective, we see that although prevention
programming exists, there are age ranges where it is lacking and, in general, the efforts need to be
made more cohesive and comprehensive. For example, while evidence-based programs are used in
some settings, it is not seamless across all grades. We have had good initial success with moving
Strengthening Families to a younger age cohort and beginning implementation of Project Alert with
the middle school ages. Another limitation has been the lack of a consistent presence and means for
communicating about prevention. Last year, the county coalition, the school district and the Police
Department, partnered to pilot a District Prevention Liaison position. This position was successful
in providing a more direct prevention presence in the schools and allowed everyone to accomplish
more of our school and youth based goals. As a result we see this as a promising strategy to further
develop.

The following goals were developed in 2007 from on our data, assessments and understanding of
the culture of this community and are still relevant a year later. The community environment of
Colorado County does not reflect awareness of the level of underage drinking, its causes, and the
consequences. We intend to continue to increase the knowledge base of the community through
research-based strategies that include information dissemination, prevention education, and
environmental approaches. Specifically, we will continue to address three specific goals. First, we
seek to increase awareness throughout the county. Second, we want to provide comprehensive
prevention education from birth to 21. Finally, we want to decrease underage access to alcohol.

11                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
This plan strives to increase awareness and to impact change of both individual behaviors and
community norms in relation to underage drinking. Each goal takes into account existing resources
and integrates changes or new approaches within these established programs, policies or practices
whenever possible. For example, while we understand that there is a direct correlation between retail
access and alcohol related problems, including underage drinking, we do not yet have the
community readiness to successfully target this strategy. In addition, we have strong anecdotal
information that suggests social access is the larger issue in our community. The three goal areas are
consistent with the data collected, fit within the evidence-based Six Prevention Strategies, and best
address the needs and culture of our community.

Please note that while our overarching goals have not changed since our initial Strategic Plan, our
objectives and action steps have been revised. Through the process of implementation we have had
a number of successes and we have also learned a great deal that allows us to be more clear in our
focus. The coalition spent May and June 2008 reviewing the initial goals and objectives. In this
process they noted completed steps, unmet objectives, and objectives that no longer are applicable
and should be revised or deleted. The coalition also identified new objectives and action steps
appropriate to our second year of implementation. All of this work, as well as input on the structure
of the document, resulted in the revised Goals and Objectives below. In order to provide historical
perspective and track our accomplishments to date, our initial Goals and Objectives can be found in
Appendix A at the end of this plan. This is both a plan and a working document that guides the
coalition‟s efforts.

GOAL 1 - INCREASE AWARENESS OF DEGREE OF UNDERAGE DRINKING IN
          COLORADO COUNTY

OBJECTIVE A - Continue targeted social marketing campaign
              ACTION STEPS                       TIMEFRAME                           RESPONSIBLE
                                                                                         PARTIES
 1. Continue with print and internet media,                      Ongoing –       -Coordinator and
 presentations and targeted outreach to parents of 4th-          June „09         Evaluation Liaison
 8th graders                                                                     -Graphic Designer
                                                                                 -Coalition
 2. Use “Now is the Time” campaign to promote                    Ongoing –       -See above
 perception and behavior change of talking to children           June „09
 as early as 4th grade about not using alcohol and drugs
 3. Continue to make campaign materials available in             Ongoing –       -See above
 Spanish                                                         June „09
 4. Provide parents with tips and resources to increase          Ongoing –       -See above
 understanding of the local situation, understand the            June „09
 value of delaying onset of use, talking with their kids,
 and general prevention knowledge
 5. Identify 3-4 venues specific to parents of this age          Fall/Winter     See above
 group and deliver presentations providing local data,           ‟08-„09
 information on parents as major influence and making

12                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
 explicit that the goal is to get parents to talk to their
 kids early and often about alcohol and drug use
 6. Increase focus on critical shift in awareness and             Ongoing –       - See above
 access to alcohol that occurs between 6th and 7th                June „09
 grade through sharing of local data as well as data on
 age of first use which incorporates tips for addressing
 concerns, “What to do if…”.
 7. Engage interested parents from target group and               Summer ‟08-     - Coordinator
 work with them to develop strategies for more active             Ongoing         - Coalition members
 participation from parents --- such as neighborhood                              - Parents
 block parties and information sharing


OBJECTIVE B – Provide outreach to entire Colorado County Community
                    ACTION STEPS                       TIMEFRAME        RESPONSIBLE
                                                                           PARTIES
 1. Continue Speakers Bureau and target 20             Ongoing-June -County Speakers Bureau
 presentations over next year throughout the           „09          -Coordinator and
 community. Use presentations to increase awareness                 Evaluation Liaison
 and to make specific requests for action
 2. Continue to maintain and update project website as Ongoing-June -Coordinator and
 central resource on local prevention                  „09          Evaluation Liaison

 3. Continue newspaper ads, quarterly Prevention                  Ongoing-June    -Coordinator and
 Times and selected sponsorships at recreational and              „09             Evaluation Liaison
 community events                                                                 - Coalition
 4. Investigate options for radio underwriting and                Summer „08      -Coordinator
 advertising as well as free PSAs on local college, and
 public radio stations
 5. Collaborate with other Prevention projects to                 Summer „08      - Coordinator
 develop a shared Tag Line and/or logo to brand                                   - Coalition partners
 prevention and promote unified local prevention                                  - Graphic Designer
 efforts



OBJECTIVE C- Provide direct outreach to community youth
             ACTION STEPS                      TIMEFRAME                             RESPONSIBLE
                                                                                         PARTIES
 1. Develop and hire Prevention Education                        Hired by        -Coordinator
 Coordinator position to work in local school district           August „08      -Hiring subgroup
 and State College                                                               -SC and local school
                                                                                 designated supervisors
 2. Provide awareness building at local schools          School Year             -Prevention Education
 including: meetings with students to discuss HKCS       ‟08-„09                 Coordinator (PEC)
13                        Strategic Planning: Needs Assessment Workbook
                            Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
 results, e-Chug online assessments, and youth-driven                            - School Supervisor
 projects
 3. Investigate feasibility of voluntary incentive               Summer/Fall     --PEC
 program for high school students to encourage                   ‟08             - Coalition subgroup
 refraining from underage use (ex. Ski Pass Program)
 4. Provide prevention presence at all local schools             Fall ‟08        --PEC
 with middle-high school students
 5. Provide awareness building at SC including: e-chug           School Year     -PEC
 and eTOKE online assessments, follow up on CORE                 ‟08-„09         -SC Supervisor
 survey results with students, Welcome activities and                            -Other SC campus
 programming for orientation, coordination of                                    groups
 National Awareness Weeks (Fall and Spring) on
 campus, work with Safe Rides as venue for raising
 awareness
 6. Work with community and faith-based youth                    Ongoing-June    -Coordinator and
 programs to provide prevention resources, offer on-             „09             Evaluation Liaison
 site presentations to youth and support increasing
 awareness within the existing program formats
 7. Work with youth to develop and deliver Youth to              Fall/Winter     -PEC
 Youth presentations                                             ‟08-„09         -Youth

Rationale for Selected Prevention Strategies

Cultural Responsiveness –The Coalition worked closely with the multicultural community to find
effective ways to reach the Spanish speaking population. This included creating Spanish language
materials, working with the multicultural resource office to reach our target population and engaging
in creative approaches to increasing awareness (sponsoring the multicultural soccer team). In a
neighboring town, we have modified our outreach to best suit the culture of that community. For
example, we have found we have much greater response when we “go where the people are”, giving
presentations at existing meetings and events versus holding our own Town Hall. We have also
initiated “satellite” coalition meetings in that town to reach interested parties who can‟t make the
drive to attend our regular coalition meetings. All of these approaches and strategies will be
continued over the next year.

Community Readiness Level -- The strategies outlined continue to be appropriate to our community
readiness level which indicates raising awareness with concrete ideas and ways to address the issue,
increasing information dissemination through presentation and media, and incorporation of local
data.

Sustainability –Over the last year the coalition has worked to develop its logo and identity with the
help of a graphic artist. As a result, we now have a thorough portfolio of materials that will allow us
to continue our media campaign in a cost-effective manner. We continue to promote our website as
our central resource as this is the most affordable way to provide resources and is easily accessible.
Our Prevention Times is a collaborative effort and the cost will be shared by other partners in future
publications.
14                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
GOAL 2 - PROVIDE COMPREHENSIVE, EVIDENCE BASED PREVENTION
         EDUCATION FROM BIRTH TO 21

OBJECTIVE A - Provide education opportunities for parents of young children
                      ACTION STEPS                         TIMEFRAM     RESPONSIBLE
                                                                 E          PARTIES
 1. Research and identify appropriate education materials Ongoing   -Coalition Subgroup
 for parents. Investigate data-driven resources including           -Coordinator
 SAMHSA and Leadership to Keep Children Alcohol                     -Early Childhood
 Free                                                                Professionals
 2. Work with Early Childhood Council (ECC) as main       Ongoing-  -Coordinator
 point of contact to partner with existing programs to    June „09  -ECC
 integrate presentations into agendas and curricula,                -EC programs and
 including but not limited to birthing classes, Nurturing           professionals as identified
 Parenting Program, WIC, Nurse Family Partnership,
 private providers of these services


OBJECTIVE B - Implement research-based curriculum for K-12 .
              ACTION STEPS                     TIMEFRAME                               RESPONSIBLE
                                                                                           PARTIES
 1. Work with curriculum sub-committee review and                Fall ‟08-        -District representatives
 evaluate current instructional practices to identify gaps       Ongoing          -Coordinator
 and needed resources for prevention of substance                                 -OMNI personnel
 abuse
 2. Continue to meet with administrators and school              Fall ‟08-        -PEC
 personnel to share updates on prevention work as well           Ongoing
 as to engage in collaborative efforts to promote
 prevention education
 3. Continue to partner with and support Health                  Fall ‟08-        -PEC
 Teams                                                           Ongoing


 5. Convene subgroup to brainstorm ways to utilize               Summer „08       -PEC
 existing activities at all district middle and high                              -Students
 schools to promote prevention education on. This                                 -Coalition Subgroup
 includes, but it not limited to, Red Ribbon week,
 Project Alert, Culture of Caring in CB
 6. SC students provide TIPS training annually to high           Winter ‟08-„09   -PEC
 school students local communities                                                -Student Liaisons
                                                                                  -TIPS Trainers

 8. Implement Project Alert at all district Middle               School Year      - Resource Officer
 Schools                                                         ‟08-„09          - District Personnel
                                                                                  -PEC
15                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
OBJECTIVE C - Provide SC students with prevention education opportunities
                    ACTION STEPS                     TIMEFRAME       RESPONSIBLE
                                                                        PARTIES
 1. Incoming freshman participate in Orientation     Aug „08     -SC representatives
 prevention education, including but not limited to              -PEC
 summer orientation, week of welcome
 2. Collaborate with the Office of Residence Life to Summer/Fall -PEC
 develop and coordinate prevention/educational       „08         -SC Office of Res. Life
 programming for residence halls and campus
 apartments
 3. Support the formation and sustainability of      Summer/Fall -PEC
 Unwasted State                                      „08         -SC Supervisor

Rationale for Selected Prevention Strategies

Cultural Responsiveness – We have learned a great deal over the last year about what does and does not
work when looking at comprehensive curriculum in the schools. As a result, we have redesigned our
timelines to allow for a process which will allow time for school personnel to be more fully involved
in all aspects of the research, identification and implementation of prevention education. In addition,
our pilot Prevention Education Liaison position at the school district demonstrated the value of
having someone directly located in the schools. We are expanding that position this year.

Community Readiness Level -- The strategies outlined above are appropriate to our community
readiness level which indicates there are programs and practices in place throughout the county, but
that the effort is not as cohesive or coordinated as it could be to achieve full impact.

Sustainability – This goal highlights the noteworthy level of collaboration in this community which
bodes well for sustainability. The Prevention Education Coordinator position is a collaborative
funding effort of the coalition, the Police Department (PDD Grant) and the local school district
CDE grant. In addition its supervision is a partnership of the school district and SC. While it is not
expected that the district and college will undertake the funding of this position, it is hoped that
through a consistent prevention presence, higher levels of education and awareness will be
integrated in the schools and on campus.


GOAL 3 – DECREASE UNDERAGE ACCESS TO ALCOHOL

OBJECTIVE A - Gather more information on how access is occurring
              ACTION STEPS                     TIMEFRAME                              RESPONSIBLE
                                                                                         PARTIES
 1. Conduct focus groups with high school and/or                 Summer/Fall     - Coordinator and
 middle school age students to learn more about why              „08             Evaluation Liaison
 knowledge and access increases between 6th and 7th                              - Student Liaisons
 grades. Partner with Tobacco on focus groups                                    - STEPP Coordinator
 2. Conduct focus groups with high school age                    Summer/Fall     -See above
16                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
 students to gather anecdotal information on means of            „08
 access
 3. Utilize information from focus groups to develop             Winter/Spring   -See Above
 further strategies to achieve this goal                         „08


OBJECTIVE B - Address issue of Social Access
              ACTION STEPS                                       TIMEFRAME           RESPONSIBLE
                                                                                        PARTIES
 1. Continue to partner with the Good Neighbor                   Summer/Fall     -Coordinator
 Program, a peer to peer project, to provide                     „08             -SC Personnel
 information to off campus college students so they
 understand the liability when serving underage drinkers
 as well as the community consequences, particularly as
 it relates to high school students
 2. Educate parents about legal and liability issues             Fall/Winter     -Coordinator and
 associated with serving alcohol to minors via outreach          ‟08-„09         Evaluation Liaison
 presentations, print and internet media                                         -Speakers Bureau
 3. Use media campaign to encourage parents and                  Fall ‟08-       -Coalition
 adults to prevent social access                                 Ongoing


OBJECTIVE C - Support implementation of community level policies and procedures

                         ACTION STEPS                            TIMEFRAME            RESPONSIBLE
                                                                                         PARTIES
 1. Provide TIPS training opportunities to restaurants           School Year     - Trained TIPS
 and bars, SC Students and local high school students            ‟08-„09         instructors
                                                                                 - PEC
 2. Work with local law enforcement to collaboratively           Fall/Winter     -Coordinator and
 investigate ways to help decrease underage access               „08             Evaluation Liaison
                                                                                 -Law Enforcement
                                                                                 -Coalition

Rationale for Selected Prevention Strategies

Cultural Responsiveness – The data illuminates specific target ages where access to alcohol increases and
highlights additional questions about exactly how youth are gaining access. For this reason, further
investigation is appropriate. It also indicates the need to utilize existing avenues to educate people
on the risk and liability associated with serving underage youth.

Community Readiness Level – This strategy is another form of increasing awareness and this is
appropriate to our community readiness level. We understand from our work looking at intervening
variables worksheets that retail access may well be a contributing variable. Yet our community

17                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
readiness suggests we need time to increase awareness, concern and buy-in before we pursue
stronger strategies related to retail access.

Sustainability – This goal is labor intensive but cost efficient and sustainability is ensured by working
with existing programs and opportunities.

GOAL 4 – FOSTER CONTINUED PARTICIPATION AND SUCCESS OF THE
          COLORADO COUNTY COALITION

OBJECTIVE A- Improve representation of identified groups
              ACTION STEPS                       TIMEFRAME                           RESPONSIBLE
                                                                                          PARTIES
 1. Work with Multicultural and immigrant groups to              Ongoing-June    -Coordinator
 engage multicultural population in project work                 „09             -Multi Cultural
                                                                                 Representatives
 2. Schedule specific meeting every 6 weeks to                   June ‟08-„09    -Coordinator
 encourage and support prevention efforts in                                     -Coalition members from
 neighboring town                                                                neighboring town
 3. Annually review current governance structure of              Summer/Fall     -Coordinator and
 coalition and address areas for development, including          „08             Evaluation Liaison
 leadership structure and encouraging input from all                             -Coalition
 members
 4. Annually assess success and satisfaction of coalition        Fall „08        -Coordinator and
 through completion of Coalition Assessment tool                                 Evaluation Liaison
                                                                                 -Coalition

Rationale for Selected Prevention Strategies

Cultural Responsiveness – This goal is a direct response to the culture of Colorado County. It addresses
the challenge of building coalition participation when the two primary population centers are
separated by 30 miles. It also addresses the increasing role that the Spanish speaking community is
playing throughout the area.

Community Readiness Level -- The strategies outlined continue to be appropriate to our community
readiness level.

Sustainability – This coalition goal is designed to enhance and ensure sustainability of our efforts to
date. The coalition has demonstrated a high level of commitment since its inception and investing
in opportunities for growth within the membership and its process are pivotal to longer-term
sustainability.




18                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
GOAL 5 - CREATE SUSTAINABILITY OF COALITION AND PREVENTION
         EFFORTS

OBJECTIVE A – Develop structure at SC that supports greater communication and
                      participation in peer education groups
                    ACTION STEPS                        TIMEFRAME      RESPONSIBLE
                                                                         PARTIES
 1. Research effective methods for advising health-     June ‟08 –  -BACCHUS Consultant
 related peer education groups on smaller campuses;     January „09
 make recommendations

 2. Create a plan to empower students in order to                Summer/Fall   - BACCHUS Consultant
 sustain membership and leadership in health-focused             „08           - SC Representative
 peer education groups with end result of increased                            - Coordinator
 recruitment and retention

 3. Partner with SC representative and provide funding           June „08      - BACCHUS Consultant
 to attend 2008 National Conference for Peer                                   - SC representative
 Education Advisors

OBJECTIVE B – Develop Evaluation Plan to track success of implementation
                     ACTION STEPS                       TIMEFRAME        RESPONSIBLE
                                                                              PARTIES
 1. Track all process evaluation via CLI as well as     Ongoing-June -Evaluation Liaison and
 directly in Strategic Plan                             „09          Coordinator
                                                                     -Evaluation Subgroup
 2. Identify and track questions in HKCS, CORE,         Summer „08   -Evaluation Liaison and
 Parent and Community Surveys which provide                          Director
 indicator data directly related to project goals                    -Evaluation Subgroup
 3. Develop Evaluation Report to be included with       Fall/Winter  -Coordinator and
 comprehensive strategic plan. This report will clearly ‟08-„09      Evaluation Liaison
 address implementation successes and challenges as                  - Evaluation Subgroup
 supported by the data
 4. Annually revise Strategic Plan Goals, Objectives    Spring „09   -Coordinator and
 and Implementation based on data and evaluation                     Evaluation Liaison
                                                                     -Coalition


OBJECTIVE C – Develop and pursue plan for sustainability
              ACTION STEPS                      TIMEFRAME                          RESPONSIBLE
                                                                                       PARTIES
 1. Pursue grant funding to carry the project beyond      Ongoing-June         -Coordinator and
 CPP grant                                                „09                  Evaluation Liaison
 2. Work with Fiscal Agent to discuss long-term “fit”     Summer/Fall          -Director
 of the project with the County and to further            „08                  - County Manager
19                        Strategic Planning: Needs Assessment Workbook
                            Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
 conversations about the place for Prevention in the                             -Director HHS
 county structure                                                                - Other Prevention
                                                                                 projects
 3. Provide coalition with forum on sustainability               Fall/Winter     - ADAD Liaison
                                                                 ‟08-„09         - OMNI RPC


Rationale for Selected Prevention Strategies

Cultural Responsiveness – This goal looks at finding ways to ensure the project and/or its work will
continue beyond the CPP funding. It is inherently responsive to the culture of the community.

Community Readiness Level -- The strategies outlined continue to be appropriate to our community
readiness level.

Sustainability – The efforts of the project have had some initial successes and we are interested in
continuing with implementation strategies in the years to come. This goal is focused on evaluation,
long-term commitment of key stakeholders and securing long-term funding as a means for
sustainability.




20                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                               STRATEGIC PLAN TEMPLATE
Issue/Problem Statement
GOAL 1 –

OBJECTIVE A-

                        ACTION STEPS                             TIMEFRAME       RESPONSIBLE
                                                                                   PARTIES



Rationale for Selected Prevention Strategies


GOAL 2 -

OBJECTIVE A

                        ACTION STEPS                             TIMEFRAME       RESPONSIBLE
                                                                                   PARTIES



OBJECTIVE B –

                        ACTION STEPS                             TIMEFRAME       RESPONSIBLE
                                                                                   PARTIES




OBJECTIVE C –

                        ACTION STEPS                             TIMEFRAME       RESPONSIBLE
                                                                                   PARTIES



Rationale for Selected Prevention Strategies:




21                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                                                   Strategy III:
                                                  Share the Plan
Actions in this Section

     1. Develop key talking points for the plan.
     2. Develop list of potential groups and leaders to present the plan to.

Tools in this Section
    Report Type and Best Audience Fit
    Types of Communication and Reports


Tips for Success:

        Keep your presentation brief and to the point to make sure time is available for discussion.

        Train a few coalition members to present the plan so that it can be disseminated widely




22                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                                 Report Type and Audience Best Fit
        Technical reports: This is a detailed report on a single issue, such as a small study on one
         or two sample groups. It can be given at a staff meeting or as part of a larger report.

         Best for: funding agencies, program administrators, advisory committees

        Executive summary: A few pages, usually at the beginning or end of a longer report, which
         outlines a study's major findings and recommendations.

         Best for: funding agencies, program administrators, board members and trustees, program
         staff, advisory committees, political bodies, program service providers (technicians, teachers,
         etc.)

        Technical professional paper: A detailed article that summarizes information for a
         scientific, or other technical, audience. It usually contains information about what is done,
         how to do it, what worked and what did not work, and why.

         Best for: program administrators, advisory committees, organizations interested in program
         content

        Popular article: An article written with the target audience of the medium in mind. Some
         magazines and papers target specific populations. It normally contains more information
         than a press release, but focuses on two or three quick points.

         Best for: program administrators, board members and trustees, program staff, political bodies,
         community groups, current clients, potential clients, program service providers,
         organizations interested in program content

        News release and/or press conference: A gathering with the media done for the purpose
         of releasing specific information.

         Best for: program administrators, the media, wide distribution of simplified information

        Public meeting: A gathering that's open to the general public where more general
         evaluation findings are released in a clear, simple manner, usually with some time set aside
         for open discussion.

         Best for: community groups, current clients, the media

        Media appearance: Different from a press release in that this incorporates some sort of
         staged event--for example, a local author doing a public reading to highlight awareness about
         a study on adult literacy.


23                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
         Best for: current clients, the media

        Staff workshop: A more interactive, working presentation for your group or coalition's staff
         and volunteers.

         Best for: program administrators, program staff, program service providers

        Brochures/posters: Brief, simply-worded printed materials that can be distributed and
         mailed to various outlets in the community. Needs to focus on one quick point.

         Best for: potential clients

        Memo: A short letter circulated internally among program staff.

         Best for: program administrators, program staff, program service providers

        Personal discussion: Sitting down face-to-face to discuss evaluation findings with an
         individual or small group.

         Best for: funding agencies, program administrators, program staff, program service providers

*Source: the Work Group for Community Health and Development at the University of Kansas:
The Community Tool Box: http://ctb.ku.edu




24                               Strategic Planning: Needs Assessment Workbook
                                   Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm
                             Types of Communications and Reports1

Evaluation report: A detailed report of an evaluation‟s methods and findings

Executive summary: A few pages, usually located at the beginning of a longer report, that outlines
a study‟s major findings and recommendations

Annual report: A focused report that compiles major achievements for all programs, either written
or presented orally

Success story: A one or two page description of a program‟s successes used to promote a program
and tell its story

Impact statement: A short paragraph that highlights impact – the difference the program has made

Elevator story: A quick, concise message that clearly communicates your story and can be relayed in
the time the elevator travels between floors

New release: A brief, newsworthy piece or interaction to release specific information

Media appearance: A release of newsworthy information that usually includes a staged event, such
as a launch of a new community level tool

Public meeting: A gathering that is open to the public where evaluation findings are presented in a
clear, simple manner, usually with time set aside for open discussion

Personal discussion: A face-to-face interaction to discuss evaluation findings with an individual or
small group

Newsletter: A brief, simply-worded publication that can be distributed or mailed to various outlets

Published article: An article written for a particular journal with a target audience in mind

Visual report: A visual presentation of specific information, with minimal use of written words

Word of mouth: A compelling story that will naturally travel from person to person in a community




1
    Adapted from University of Wisconsin, Extension Office http://learningstore.uwex.edu/

25                                 Strategic Planning: Needs Assessment Workbook
                                     Colorado Partners for Sustainable Change

*A 5 part series funded by CDHS; Division of Behavioral Health
http://www.cdhs.state.co.us/adad/prevention.htm

				
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