What Needs to Be Done

The specific action steps for a policy initiative will vary, depending on several factors, including the issue, the locality, established agency procedures, and your overall strategy. It also may be shaped by the assessment presented earlier in the Policy Action Guide. When working toward developing or revising internal policies, certain general steps should be incorporated:

Obtaining Input and Building Support

There is increasing recognition of the critical importance of incorporating consumer input into systems change and policy development processes. In addition, since the ultimate success of new policies will hinge on acceptance and application at the direct service level, it is essential to gather input from frontline staff. Bringing all stakeholders into the policy process and encouraging buy in early will help contribute to a broader base of support and result in less resistance during implementation.

Important considerations for obtaining input and building support include:

  • What strategies will be used to gain buy in and build early support for the internal policy initiative?
  • How will input on the proposed policy be gathered (e.g., discussion forums, surveys, representatives serving on a policy workgroup) from key stakeholder groups, including:
  • Staff (e.g., frontline workers, supervisors, managers) who will be required to implement or oversee practices or procedures directed by the new or revised internal policy?
  • Service recipients (e.g., youth, family members) who will benefit from or be affected by the proposed policy?
  • Other organizations or service providers (e.g., community organizations, parent partners) who will benefit from or be affected by the proposed policy?
  • Who are the existing champions of the policy initiative who can encourage buy in among their peers? Are there other formal or informal leaders that could be engaged to garner support?

Resources

Building Community Support
Child Welfare Information Gateway

The Community Toolbox
University of Kansas, Work Group for Community Health and Development
See Part B, which includes information about obtaining input from stakeholders; Part C, which provides information about promoting interest in community issues and encouraging the involvement of diverse groups; and Part I, which includes information about using the media to promote a cause.

Leadership in Systems of Care: Creating and Communicating a Shared Vision (PDF - 565 KB)
National Technical Assistance and Evaluation Center for Systems of Care

Systems of Care Infrastructure Toolkit: Communication
National Technical Assistance and Evaluation Center for Systems of Care

Systems of Care Infrastructure Toolkit: Strategic Planning
National Technical Assistance and Evaluation Center for Systems of Care

Use of Communication in Quality Improvement
Child Welfare Information Gateway

(Back to Top)

Developing the Policy

Carefully crafted language is a core component of a policy initiative. The foundation for the draft can draw from stakeholder input, a review of similar policies, and research on best practices. The drafting process should not be rushed. It is better to take your time and be thorough, because the policy will likely affect your own work as well as outcomes for the children and families you serve.

Important considerations for developing the draft include:

  • What is your organization's procedure for changing or creating policies?
  • Who will draft the policy?
  • How will stakeholder input be integrated into the policy development and review process?
  • Who will need to approve the policy? What is the review and approval process?
  • What are the priority elements of your policy? What are the key processes, procedures, or practices that will be addressed by the policy?

Resources

Governance Boards
Child Welfare Information Gateway

Developing and Implementing Agency Mission and Policy
Child Welfare Information Gateway

Policy Matters: Setting and Measuring Benchmarks for State Policies (PDF - 1,541 KB)
Center for the Study of Social Policy

Systems of Care Infrastructure Toolkit: Policy
National Technical Assistance and Evaluation Center for Systems of Care

(Back to Top)

Planning Outreach and Implementation Strategies

Well before a new or revised internal policy is introduced, attention should be paid to planning for outreach and implementation. Outreach focuses on getting the word out about the new policy and communicating its underlying rationale, anticipated benefits, and resultant changes in day-to-day practices. As you begin planning for implementation, you should think about how the new policy will require changes in work processes and skill requirements and how those changes can be facilitated through recruitment, training, coaching and supervision, data systems, and administrative practices. Since policy implementation is a dynamic process, these strategies will likely evolve over time.

Important considerations for developing outreach and implementation strategies include:

  • Who needs to be notified about the internal policy because its implementation will affect them (e.g., caseworkers, families, community service providers)? How will they be contacted (e.g., flyers, e-mail, meetings)?
  • What obstacles or challenges need to be overcome (e.g., long-standing traditions of working differently) to support effective implementation of the proposed policy? What are the strategies to do so?
  • What skills, abilities, or qualifications will be needed by staff to carry out the new policy? Who will require training to effectively understand and build skills to implement the new policy? What types of training or other professional development will be required?
  • How will coaching, mentoring, or supervision be used to help staff align day-to-day practices with the new policy? What changes, if any, will be needed in recruitment? In staff performance evaluation?
  • What documents (e.g., policy manuals, client forms) will need to be modified to reflect the policy change? What data systems or administrative processes (e.g., monitoring, data collection) will need to be developed or changed?

Resources

The Community Toolbox
University of Kansas, Work Group for Community Health and Development
Chapter about how to institutionalize an initiative.

Gaining Buy-in From the Front Line During Times of Change (PDF - 440 KB)
National Technical Assistance and Evaluation Center for Systems of Care

Implementation-Specific Tools and Resources
California Evidence-Based Clearinghouse

Improving Child Welfare Outcomes Through Systems of Care: Building the Infrastructure: A Guide for Communities (PDF - 2,003 KB)
National Technical Assistance and Evaluation Center for Systems of Care

Improving Child Welfare Outcomes Through Systems of Care: Systems of Care Guide: Guide for Strategic Planning (PDF - 4,696 KB)
National Technical Assistance and Evaluation Center for Systems of Care

National Implementation Research Network (NIRN)

The Role of Social Marketing in System Reform
Child Welfare Information Gateway

Systems of Care Infrastructure Toolkit: Communication
National Technical Assistance and Evaluation Center for Systems of Care

Systems of Care Infrastructure Toolkit: Training, Development, and Human Resources
National Technical Assistance and Evaluation Center for Systems of Care

Use of Communication in Quality Improvement
Child Welfare Information Gateway

(Back to Top)

Identifying Resources

It is important to think ahead about the monetary and nonmonetary resources that will be required for your policy initiative. Even if funding may not be required to develop the policy, your team may need to determine what funds will be required to support effective implementation. Nonmonetary resources may include tangible items, such as meeting space, as well as the intangibles that each partner brings to the table, such as content area expertise.

Important considerations for identifying and obtaining resources include:

  • What resources are needed to support the planning and development or revision of the policy (e.g., staff time, expertise on a specific issue or practice)?
  • What resources are needed to support policy implementation (e.g., funds for training, computer hardware or software)? Will additional staff be needed to implement the policy?
  • Can your organization's staff develop the policy themselves, or is an outside consultant or facilitator needed?

Resources

Community Partnerships: Improving the Response to Child Maltreatment
U.S. Department of Health and Human Services, Children's Bureau, Office on Child Abuse and Neglect
Chapter 3 provides an overview of how to build and sustain a community partnership, including securing funding and other resources.

The Community Toolbox
University of Kansas, Work Group for Community Health and Development
See Part L, which provides information about generating, managing, and sustaining financial resources, and Part M, which provides information about soliciting contributions and in-kind support.

Effective Financing Strategies for Systems of Care: Examples from the Field: A Resource Compendium for Developing a Comprehensive Financing Plan (PDF - 2,809 KB)
University of South Florida, Louis de la Parte Florida Mental Health Institute, Research and Training Center for Children's Mental Health

Grants.gov
U.S. Department of Health and Human Services

Funding
Child Welfare Information Gateway

Maximizing Program Services Through Private Sector Partnerships and Relationships: A Guide for Faith- and Community-Based Service Providers (PDF - 2,590 KB)
U.S. Department of Health and Human Services, Substance Abuse and Mental Health Services Administration, Center for Substance Abuse Treatment

Systems of Care Infrastructure Toolkit: Finance
National Technical Assistance and Evaluation Center for Systems of Care

(Back to Top)

Assessing the Results

Assessing results can provide vital information for the current policy initiative, as well as future policy efforts. Data can ensure your current initiative is on its intended course, identify needs for new tactics, or help establish successful procedures. Conducting an assessment also may help you communicate the impact and benefits of the policy initiative to stakeholders.

Important considerations for the assessment of policy initiatives include:

  • What are the desired goals and objectives for the new policy? What are the anticipated benefits for children and families? For staff?
  • How will you monitor adherence to the policy?
  • What data can you obtain to track benchmarks and progress toward goals and objectives? Will you be soliciting feedback from all stakeholders? How?
  • How will the results be distributed to decision makers and other stakeholders?
  • Does one of the team members have skills/expertise in assessment? Does an outside provider need to be brought in to provide assessment support?
  • Will you need additional funds for the assessment? Are those funds available?

Resources

Community Partnerships: Improving the Response to Child Maltreatment
U.S. Department of Health and Human Services, Children's Bureau, Office on Child Abuse and Neglect
Chapter 5 discusses how to measure the results of a community partnership.

The Community Toolbox
University of Kansas, Work Group for Community Health and Development
See Part J for information about evaluating community programs and initiatives.

Evaluating Advocacy and Policy Change
Innovation Network

Evaluating Program, Practice, and Service Effectiveness
Child Welfare Information Gateway

The Evaluation Exchange: A Periodical on Emerging Strategies in Evaluation (Spring 2007) (PDF- 1,560 KB)
Harvard Graduate School of Education, Harvard Family Research Project

A Guide to Measuring Advocacy and Policy (PDF - 256 KB)
Organizational Research Services (for Annie E. Casey Foundation)

Pathfinder: A Practical Guide to Advocacy Evaluation (PDF - 1148 KB)
Innovation Network

The Program Manager's Guide to Evaluation
U.S. Department of Health and Human Services, Administration for Children and Families, Office of Planning, Research and Evaluation

Systems of Care Infrastructure Toolkit: Continuous Quality Improvement
National Technical Assistance and Evaluation Center for Systems of Care

(Back to Top)