Staff Recruitment/Maintenance
Toolkit Home | Phase 1 | Phase 2 | Phase 3 | Phase 4 | Phase 1 Action Steps
The success of an intervention hinges on the people involved. As Phase 1 of the implementation process comes to an end, the people who should be working on the implementation project need to be identified and roles assigned. The team will likely be multi-disciplinary, representing different functions and areas across the institution. 
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For this step, the implementing organization needs to determine:
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Who will implement the innovation
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Who will support the practitioners who implement the innovation
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If any existing roles need to be realigned or reallocated to ensure adequate support for successful implementation.
Tools to use during the Staff Recruitment/Maintenance phase:
Implementation Team Role
The Implementation Team Role tool describes key members of the “implementation delivery system,” including frontline staff who will implement the evidence-based practice, process, or innovation and the people who will lead and support them. The tool will help implementation teams identify the people who can fulfill these roles and determine if additional implementation support is needed. ​
Who should use the Implementation Team Role?
Every team working on an implementation project, should account for each of the roles and responsibilities outlined in the tool. Whether the team needs spend time officially outline every team member's role depends on the formality of the team structure at individual sites. The more complex the structure, the more important it is to have everyone's role outlined in detail.
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How does the tool help with Implementation?
The Implementation Team Role tool is used in QIF phase 2 (Creating a structure for implementation) step 9: Creating implementation teams. During this step, the implementation team determines 1) who will have organizational responsibility for implementation; 2) who will implement the innovation; 3) who will serve as the support team for frontline staff implementing the innovation; and 4) the roles, processes, and responsibilities of each team member. This tool will also help teams identify if additional implementation support would be helpful. The Implementation Team Role tool can be used in conjunction with the Interactive Systems Framework, Staffing Plan, and Implementation Team Competencies Self-Assessment tools. ​
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Resources recommended:
Time: The time it takes to use this tool largely depends on the level of detail teams supply about roles and responsibilities and how many people are working on the project. Most of this work should be done regardless of whether the team is using the tool to document the process. Time medium resource.
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People: Ideally, most of the people's whose role and responsibilities are outlined should be part of the discussion and planning process. They will also use the tool to begin to organize their work. Personnel medium resource.
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Funding: Personnel time is the only funding resource needed. Funding light resource.
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Implementation Team Roles Tool
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Description of the tool along with its purpose and how it applies to the QIF. The tool itself is a diagram that is further explained by cited research article.
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Project Charter
Implementation Teams use project charters as a guiding document that defines a problem, describes the purpose of the project, addresses why the project is important, and lists the expected components that will make up the project. The tool provides rationale and a roadmap for teams just beginning an Implementation project. 
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The Implementation Project Charter incorporates outcomes for successful implementation, the risks associated with those outcomes, and potential mitigation strategies. This section replaces the original “Project Risks and Mitigation” section. ​The implementation outcome questions are based on Acceptability, Feasibility, Adoption, Fidelity and Penetration. If the implementation outcome is not being achieved, the team can identify factors affecting it (environmental, organizational, provider or recipient related) and potential strategies to mitigate them.
Implementation Project Charter prompts the team to think about how the team members’ expertise will intersect with their function on the team. This tool is designed to be used with the Implementation Team Role tool.  
Who should use Project Charter?
Any team starting a project would benefit from filling out a project charter. We recommend all teams using the Implementation Toolkit to fill out the project charter as a part of the preparation stages. 
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How does the tool help with Implementation?
Project charters help teams clearly define their project and what they will need from their organization(s) to make it successful, which helps inform most of the implementation process. 
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Resources recommended:
Time: The project charter itself should not take too much time to fill out. The conversations and planning that must take place before filling out the charter can be time consuming. The charter helps frame these initial conversations that should be happening with any new project. Time medium resource.
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People: Most of the project charter will be filled out by the central planning team, however they may need input or commitment from a wide range of stakeholders as they fill in the roles and responsibilities section. Personnel light resource.
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Funding: The only cost for the tool itself is the personnel time to fill it out. Funding light resource.
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Implementation Science Project Charter Tool
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Description, purpose, and use within the QIF for the Implementation Project Charter tool. 
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Implementation Science Project Charter Template
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The actual project charter for teams to make a copy and fill out. 
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Implementation Competencies Self-Assessment
The Implementation Team Competencies Self-Assessment provides an opportunity for implementation team members to identify areas of strength and areas for learning and further development with respect to competencies critical to successful implementation. ​The team can use the assessment to review their own skills and knowledge, and how that would related to several key steps in the implementation process. 
 Who should use Self-Assessment? 
This tool is helpful for teams are new to implementation projects or have not worked together on implementation projects. 
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How does the tool help with Implementation?
This tool will help members of the implementation team identify their strengths and areas for learning with respect to competencies critical to successful implementation. It can also inform capacity building efforts to strengthen implementation teams. ​
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Resources recommended:
Time: The assessment is designed to be a quick assessment, that should take each person under a half an hour to completely fill out.  Time light resource.
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People: The self-assessment is most effective when the whole team takes the assessment and information collected to assess needs of the entire team. Personnel medium resource.
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Funding: The only cost for the tool itself is the personnel time to fill it out. Funding medium resource.
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Implementation Competencies Self-Assessment
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Slide deck that includes a title slide describing the tool, instructions on how to use the tool, and the tool itself.
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Implementation Work Breakdown Structure
The Implementation WBS is the roadmap for the implementation process. The team can use breakdown processes and tasks into manageable components. The Implementation WBS allows the implementation team to brainstorm who would be responsible for each tasks, and to estimate how many hours the team would need to successfully accomplish each task.  
Who should use Work Breakdown Structure? 
Every team should have a project plan. WBS in combination with the RASCI is valuable for it fully capture all of the work that needs to be done throughout the implementation process and allows teams to assign specific tasks across their implementation team(s). If a team is not undergoing a thorough implementation process and is already using another project planning tool, they may not need to fill out the complete WBS.  ​
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How does the tool help with Implementation?
The Implementation Work Breakdown Structure is used in the last step of Phase 2 to start the implementation plan. The tool is a flexible template for the team to outline each action and process that they need to take to implement their improvement project.  
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Resources recommended:
Time: This tool will likely be the focus of much of the planning process in Phase 2 of the implementation process. Detailing the specific task the team wishes to accomplish will take considerable time. Time heavy resource.
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People: At least the full planning team needs to be involved in this process. Likely the team will also want to consult with various stakeholders, especially if they will be assigned tasks in the WBS. Personnel heavy resource.
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Funding: The only cost for the tool itself is the personnel time to complete the WBS. Funding heavy resource.
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Slide deck that describes the tool, its purpose and application to the QIF along with different views of the spreadsheet with annotations that describe how to fill in the worksheets. ​
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Work Breakdown Structure Worksheets
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The actual template that teams can fill out describing the tasks, the person responsible, and the estimate time each task will take to complete.
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Team Building Training
This training is a freely available course (taken as an audit) through Coursera from Derek Newberry at University Pennsylvania. The course will allow the team to the limit process losses, like social loafing or groupthink, and expand their potential to create a high-performing teams.
Who should use Team Building Training? 
This training is especially useful for teams that have not worked together before or teams that are working in a different way than they had in the past. ​
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How does the tool help with Implementation?
Once the implementation team has worked to identify team members with the skills and responsibilities to be successful in the implementation project, this team needs to learn how to work together effectively. By the end of this course, the team should be able to create ground rules for how their team will operate, identify challenges that could get in the way of the team’s success, and foster behavior changes to help the team perform at their best.
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Resources recommended:
Time: The full course with all of the supplemental reading is estimated to take 9.5 hours and is a significant time commitment. For teams that want to get some benefit, but not spend as much time with a deep dive, just the videos provide an introduction that would be less time consuming. Time medium resource.
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People: Ideally the whole implementation team would take this training, but it is especially useful for anyone in a leadership capacity to become familiar with the concepts. Personnel medium resource.
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Funding: The only cost for the tool itself is the personnel time to complete the training. Funding medium resource.
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Coversheet with information on the purpose, description, and connection to the QIF.​
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High Performing Teams Training
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The actual training through Coursera. The training includes five modules: (1) Course overview; (2) Setting team foundations; (3) Diagnosing team problems; (4) Coaching emotionally intelligent teams; and (5) Managing common team types.
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