Planning for Early Head Start Program Services

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Contents

Start – Up Team Members

Roles and Responsibilities

Project Key Stakeholders

Project Risk Mitigation

Preliminary Schedule of Deliverables – January 1, 2015–March 31, 2015

Start-Up Activities Phases 1 – 3

Budget Tracking Sheet

Budget Monitoring

Project Communication and Logistics

Project Reports

Change Management

Start – Up Team Members

Member Information
Name / Position / Affiliation/Organization / Contact Information
Project Leadership
Overall Project Manager: <insert name>

Accountable for overall execution, management and delivery of a project (scope, budget, and schedule)
Establishes and facilitates the project level governance team
Provides leadership of project team
Responsible for project artifacts
Plans and manages project activities
Manages project schedule and costs
Tracks and reports project progress
Manages stakeholders
Manages and resolves issues and risks

/ Fiscal and Contracts Project Lead:
<insert name>
<insert list of key duties> / Partnerships and Operations Project Lead: <insert name>
<insert list of key duties>

Roles and Responsibilities

Project Key Stakeholders

Stakeholder Information
Stakeholders / Representative / Responsibilities
List all groups that may be affected or have an interest in the project. / List the specific person(s) who will represent the stakeholder group on the project team. / Describe the group’s interest, including direct impact and any oversight that is necessary, information management tasks, or concerns among project start-up team members.

Project Risk Mitigation

Risk Management
Risk Issue / Impact / Mitigation Strategy
Risk: <Describe risks> / Explain the probability and potential impact on project included including the effect on outcomes, scope, time, or cost. / Outline steps that are taken or planned to reduce the probability/impact of the risk.
Issue:< Describe issue> / Explain impact on project including the effect on outcomes, scope, time, or cost. / Outline steps being taken or planned to resolve the issue.
Dependency: Describe project elements that are dependent on other efforts and organizations. / Explain how the project depends on an external effort, or how an external effort depends on the project. / Outline the communication plan and other activities that you will implement to keep efforts coordinated.

Preliminary Schedule of Deliverables – January 1, 2015–March 31, 2015

Schedule of Key Deliverables
Planning / Execution / Responsibilities
Date Range / Date Range / Team Members Responsible
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:
Key Deliverables: / Significant Milestones: / Team Members Responsible:

Start-Up Activities Phases 1 – 3

Start-Up Activities
Area of Focus / Phase 1 / Phase 2 / Phase 3 / Action Steps / Person (s) Responsible / Completion Date
Staffing and HR
Finance and Budget
Facilities
Organization and Integration of Monitoring into HS Program Systems
Governance
Planning and Assessing Community Needs
Health Services Advisory and Other Committees
Collaborations
Child Care Partners and Community Resources
Training and Technical Assistance
Job Descriptions and Personnel Policies and Work plans
Management Staff
Direct Service Staff
Staff Supervision and Mentoring
Equipment and Supplies
Recruitment and Enrollment of Families
Child and Family Services
Health Screening and Assessment and Health Collaborations
Transitions
Developmental Screening/Assessment
PFCE Partnerships

Budget Tracking Sheet

Start-Up Budget
Line Item / OHS Approved Budget Allocation / Variance from Grant Submission / Adjustment Notes
Personnel
Fringe Benefits
Travel
Equipment
Supplies
Contractual
Construction
Other
Total Direct Charges
Indirect Charges
Totals
Non-Federal Share

Budget Monitoring

Budget Allocation / Approved Allocation / Forecast / Actuals / Variance / January / February / March / Project Total
Personnel
Fringe Benefits
Travel
Equipment
Supplies
Contractual
Construction
Other
Total Direct Charges
Indirect Charges
Totals
Non-Federal Share

Project Communication and Logistics

Project Document Storage Strategy:
Project Events and Team Availability
Start-Up Team events and tracking methods: / Availability Impacts (ex: vacations): / Project Tracking-Critical project milestones, resources, signoffs, governance activities, risk/issues/changes will be tracked in:

Project Reports

Purpose / Audience / Timing/Frequency / Method/Channel / Responsible
Meeting/Report name and
purpose of the meeting or report: / Audience for this meeting or report: / Day, time and occurrence of this meeting or report: / Method being used for this
communication (e.g. Conference Room or call-in number): / Person responsible for
the communication:

Change Management

Type of Change / Change Request Process and Approvals Necessary / Method for Communicating Changes / Person Responsible for Implementing the Change