Management Plans

A Roadmap to Successful Implementation

 Agenda
O Purpose
O Management Plan Structure
O Sample Management Plan
O Mapping to Excel

O Next Steps

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 a me wo rk
i3 Fr O Enable gran
develop innotees to expand and
serve as mod vative practices that can
O Ena els of best pra
ble grantees to ctices.
partnership w work in
ti c Goals
Programma and the phila ith the private sector
O Sup nthropic com
port eligible munity.
identifying an entities in
practices that d documenting best
to scale based can be shared and taken
success. on demonstra
ted

c i pa te d Im pact
Ant i O Close achiev
ement gaps
O Decr
ease dropout
O Incre
rates
ase high scho
ol graduation
O Incr
ease college rates
enrollment an
completion ra d
tes

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 Cooperative Agreement
O All FY 2011 i3 grants will be structured as
cooperative agreements
O Grantees will annually submit an updated
management plan that specifies key actions
and milestones over the lifetime of the grant

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 Why Create Management
Plans?
A Management plan is:
OA comprehensive plan for the program that clearly specifies
intended objectives of the proposed project, including clearly
defined responsibilities, timelines, and milestones for
accomplishing project tasks.
A Management plan helps:
OEstablish mutual understanding about what a project aims
to achieve and how it will achieve it.
OIdentify possible risks and challenges as early as possible so
that grantees can adjust strategies and the Department can
offer assistance.
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 How Will
Management Plans Be Used?
Project Definition Grantees will be able to use well-defined management plans to track
and Management their progress against critical goals and activities.

Multiple Program Offices at ED will have a common template that

will support alignment of activities across programs. This will help
Performance
target support for grantees, based on grantees’ identified activities
Management
and needs, to minimize compliance burden on the grantee and
maximize productive support from ED.

ED and external TA providers will be able to effectively and

efficiently address the common needs of grantees that might have
Technical Assistance
gone unidentified without common data. Grantees will also have the
opportunity to collaborate with each other and share knowledge.

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Facilitating Change

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Management Plan
Structure

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 Components of
the Management Plan
There are three levels of information that the management plan
should include:

•Objectives: What are you trying to achieve with your grant and
what does success look like?

•Strategies: What are the major initiatives/components of the

intervention required to complete each phase of your grant in
support of ultimately achieving project objectives?

•Activities: What are the key components that have to be completed

in order for each strategy to be successful? In addition, what are the
key milestones along the way that let grantees know they are on
track? 9
 Project Objectives
O Relevant
• How do they relate to the overall goals of the
project?
O Applicable
• Are they aligned to the activities?
O Focused
• What will change?
O Measurable
• Can they be measured?
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Organization of Activities

Milestones
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 Performance Measures
In addition to GPRA measures you will be asked to
report on individual performance measures in the
APR.
OWhat is going to change?
OHow much change will occur?
OWho will achieve the change?
OWhen do you anticipate the change?

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Sample Management Plan

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 Sample Management Plan- KIPP

O KIPP’s Management
Plan (See Handout)
O Good example of
management plan for
cooperative agreement

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A Closer Look

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Mapping to Excel

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 Management Plan Format
Level Code Category Status Start Date End Date Duplicate Indicators
Description Activity

Enter code of
• Objective duplicate activity
• Strategy
• Activity- Planning • 1.0 • Not begun Performance measures
• Activity- Implementation • 1.1 • In progress
• Activity- Evaluation • 1.1.1 • Operational
• 1.2 • Not planned
• Activity- Dissemination
• 2.0
• Activity- Milestone
• 2.1
• 2.2

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Additional Clarification on Codes
O 1.0- Objective 1
O 1.1- Strategy 1
O 1.1.1- Activity 1
O 1.1.2- Activity 2
O 1.1.3- Activity 3
O 1.2- Strategy 2
O 1.2.1- Activity 1
O 1.2.2- Activity 2
O 2.0- Objective 2
O 2.1- Strategy 1
O 2.1.1- Activity 1
O 2.1.2- Activity 2
O 2.2- Strategy 2
O 2.2.1- Activity 1
O 2.2.2- Activity 2
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 What to Include
Grantees can provide as much detail as they wish to the extent that
it is helpful to them, but Department staff DO NOT expect you to
provide every minor detail.

The level of detail should:

•Help grantees keep track of the core activities they need to execute
on and minimize ongoing time spent on process
•Allow program officers to identify (both proactively and just-in-
time) risks and provide support
•Enable technical assistance providers and other key stakeholders
to understand what grantees are trying to do

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Mapping Exercise-KIPP

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Sample Project Plan- NMSI

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Next Steps

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 Expectations
Grantee Expectations:
O Work with program officer to
complete the management plan for
year one.
O Participate in an outcome exercise-
map out at least 2 objectives with
strategies and associated activities for
year one .
O After receiving feedback from
Program Officer, map out year one
outcomes, solutions, and activities.
Program Office Expectations:
O Provide guidance around management
plan structure
O Facilitate the iterative process by
discussing and providing feedback on the
outcomes activity as well as the year one
outline.
O Continue to work with grantees to finalize
their drafts.
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 Q&A

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about the information presented today.

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