Implementation Plan

The Tool and Why It’s Valuable

When you have successfully tested a solution or set of solutions, it becomes time to implement the solutions fully.

An implementation plan is designed to document, in detail, the critical steps necessary to put your solutions into practice. It is a step-by-step list of tasks with assigned owners and due dates, and helps the project team stay on track.

The tool allows for both planning and monitoring progress and is critical to the success of your project.

How to Apply It

  1. Work with the project team to identify all of the tasks that are needed to implement the improvements. Remember these could include changes to existing forms, instruction guides, training on the new process, collecting data and more.
  2. Ask team members to volunteer to be task owners.
  3. Ask them to provide realistic deadlines. A good rule of thumb is to estimate the touch time (e.g. 4 hours) and then determine when in his/her existing schedule they can squeeze in the 4 hours of work.
  4. The project leader, should monitor the implementation progress and raise issues or barriers to the sponsors.
Pearls and Pitfalls
  • Unrealistic deadlines, either too tight or too long, can have a negative impact on implementation progress.
  • Strive for accomplishing the majority of actions within 30 days to maintain momentum.
  • Use the plan to conduct status reviews with the sponsor, identifying any barriers to determining the actions needed to overcome them.

Key Tips

  1. At a minimum implementation should contain action or task description, task owner, due date and status indicator (e.g. in-progress, behind schedule, complete).
  2. Use whatever tool you and the team have ready access to and are most comfortable with (e.g. Google sheets, MS Excel, Word, or project tracking software).
  3. Don’t let perfection get in the way of progress – the implementation plan is meant to be a living document. Adjust the plan to adapt to changes or lessons learned during the implementation.

Sample Implementation Plan Template

Notes (resources, etc)

Example Excerpt of an Implementation Plan

Potential Action
Task Owner
Due Date
Notes, anticipated issues, and support actions potentially required
How to Guide
Edit "how -to-guide" based upon grantee feedback
Beth L
Beth will ask multiple grantees for feedback on ways to improve the existing "how-to-guide"
4 Templates:
  1. transmittal
  2. email
  3. cover letter
  4. checklist memo
Improve existing tools and/or create news ones so that information from grantees is more accurate and returned quicker
Beth L
Identified on-going issues and revised: 1)transmittal document, 2) email template, 3) cover letter (now asking to grantees to reply on 3 key issues including a target date for signature
Indicator (check box): OK to use electronic version of executed contract
Add a checkbox option for grantee to indicate if a signed original of the contract is needed or if an eletronic copy of the signed contract is sufficient
Beth L
Work with grantees to estiblish the best method for informing about the overall grant process and expected timelines (e.g. workflow diagram on website, information provided pre-application, etc.)
Mike B
This may be best performed as a board survey of all grantees and a multi-communication channel approach with visuals(e.g. diagrams, visual timeline, etc.) may be needed.