HomeMy WebLinkAbout20170619_CPWI Community Coalition Guide 2015Last revised: 08/27/2015
Building a Culturally Competent and Sustainable
Substance Abuse Prevention Coalition in Your Community
Division of Behavioral Health & Recovery (DBHR)
Updated August 2015
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
2 General Information
Table of Contents
Chapter 1: CPWI General Information ............................................................................................................................................. 3
Chapter 2: CPWI Key Objectives .................................................................................................................................................... 10
Chapter 3: Implementing CPWI in Your Community ...................................................................................................................... 15
Chapter 4: General Information for Writing Coalition's Strategic Plan ........................................................................................... 32
Chapter 5: Appendix ...................................................................................................................................................................... 46
3
CHAPTER 1:
Section Contents
CPWI General Information .............................................................................................................................................................. 4
Using this Guide .................................................................................................................................................................................... 4
Resources for Implementing CPWI ....................................................................................................................................................... 4
Technical Assistance ............................................................................................................................................................................. 5
What is a Coalition? ............................................................................................................................................................................. 6
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
4 General Information
CPWI General Information
The Community Prevention & Wellness Initiative (CPWI) uses the Strategic Prevention Framework (SPF) for planning,
with two enhancements. Based on our learning from the Strategic Prevention Framework State Incentive Grant (SPF-
SIG) process, we have added a “Getting Started” section and expect “Capacity Building” to be ongoing throughout the
process. All tasks associated with CPWI planning must be conducted in a culturally competent manner, and include
sustainability planning and implementation.
Using this Guide
The purpose of this guide is to provide guidance for CPWI coalitions in planning and implementing CPWI required tasks.
This guide includes the following five main sections:
Chapter 1: General Information – provides general information about the CPWI planning framework.
Chapter 2: Key Objectives – provides an overview of the intent of CPWI and the established milestones and
benchmarks.
Chapter 3: Implementing CPWI – identifies the required tasks and provides guidance, definition, and
clarification on each task category grouped by the CPWI Planning Framework steps.
Chapter 4: Strategic Plan Requirements - provides the CPWI requirements for completing the coalition’s
Strategic Plan.
Appendix – provides templates and samples for use in writing your Strategic Plan and implementing CPWI.
Please note: This guide is not intended to be a comprehensive handbook for community organizing. Furthermore, as
additional funding is made available to support CPWI efforts, this guide may be updated to include additional
requirements and information.
Resources for Implementing CPWI
• DBHR has created the following primary guidance documents and templates referenced in this Community
Coalition Guide available on Athena Forum. They can be found at www.TheAthenaForm.org; from the
homepage, click on the link in the bottom right corner under “CPWI Guides.” Community Coalition Guide –
includes requirements for tasks to be completed as part of CPWI.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
General Information 5
Resources for Implementing CPWI
• County Risk Profile – full reports are sent to each County/Contractor to be used to identify and select high-risk
communities within each county. Summary reports by county are available on Athena Forum.
• Community Selection Packet – this set of forms is to be submitted to DBHR with information pertaining to the
selection of the CPWI community. County specific forms are sent to each County/Contractor by DBHR.
• CPWI News/Media Release Template – this template includes the general information and layout for the
required press release. Included within this Guide and available on Athena Forum.
• Coalition Assessment Tool – this annual survey is to gather information from the coalition members about the
organization and functioning of the coalition. Available in Performance Based Prevention System (PBPS).
• Community Survey – this survey includes the required questions to gather local data from the community to be
used as part of the needs assessment. Community specific surveys are sent to each coalition by DBHR.
• Strategic Plan Requirements and related templates – includes guidance on requirements, formatted outline
with section headings document, budget, List of Coalition Members table, ‘Community Survey’ Results, Action
Plan, and Plan-on-a-Page. Included within this Guide and available on Athena Forum.
• Community Profile Brochure– the template provides the layout for this one-page handout. Each community
can add local information. A sample can be seen within this Guide.
Many other helpful resources can also be found at www.theAthenaForum.org. We encourage you to review the
information available in the CPWI Training section found under the “training tab” link from the top menu
(www.theathenaforum.org/training/cpwi_trainings). We have developed resources to guide Community Coalition
Coordinators and coalitions through the steps and provide samples for coalition discussions and workgroups.
Technical Assistance
We are here to help! We encourage you to actively engage your DBHR Prevention System Manager and the CPWI
training team for assistance as the coalition is working through each step of the Community Coalition Guide as well as
the Strategic Plan Requirements.
DBHR will provide guidance to assist the Community Coalition Coordinator in working with the coalition for completion
of the CPWI Implementation Tasks and each section of the Strategic Plan. We encourage you to use the training
materials developed to assist the coalition in completing each step and building a Strategic Plan. For technical
assistance, please contact your DBHR Prevention System Manager.
You can also consult the online courses that have been recorded and posted in the OWL E-learning. For more
information check out this page: www.theathenaforum.org/owl.
There are five (5) PowerPoint training presentations available for using the PBPS at
www.theathenaforum.org/pbpstraining. These modules have also been recorded and are posted in the OWL E-
Learning account.
Sources:
Primary sources of information used in developing this Guide: Communities That Care, CADCA, DFC grantee workshops.
Coalitions and Partnerships in Community Health (Frances Dunn Butterfoss), DBHR, preliminary evaluation information
from Washington and national SPF-SIG project, Substance Abuse Mental Health Services Administration / Center for
Substance Abuse Prevention (SAMHSA/CSAP), and the following publications:
www.communitiesthatcare.net/research-results/;
www.theathenaforum.org/collective_impact;
www.theathenaforum.org/collective_impact_part_ii;
www.theathenaforum.org/understanding_the_value_of_backbone_organizations_turner_et_al_2012; and
www.theathenaforum.org/community_responsibility_for_child_protection_possibilities_and_challenges_daro_and_dodge_2009.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
6 General Information
What is a Coalition?
A coalition is a formal arrangement for cooperation and collaboration between groups or sectors of a community. Each
group retains its identity, but all agree to work together toward a common goal of building a safe, healthy, and drug-
free community.
Who is a Coalition?
• Members bring the perspective of the group of people/sector they represent to the coalition and function on
behalf of those they represent to carry out strategies for the local community.
• Members act within their own sphere of influence, thus enlarging the coalition’s ability to create needed
change and implement multiple strategies. Members act as leaders to promote and gather support for the
coalition’s information, strategies, and activities from the sector they represent.
• New members are invited to join to expand the coalition's sphere of influence and increase capacity to address
additional root causes. For more information see pages 11and 23.
Members Represent Community Sectors
Required 8 of the following 12 sectors:
1. Youth
2. Parent
3. Law Enforcement
4. Civic/Volunteer Groups
5. Business
6. Healthcare Professionals
7. Media
8. School
9. Youth-serving Organizations
10. Religious/Fraternal Organizations
11. State/Local/Tribal Governments
12. Other Substance Abuse Organization
We encourage partnerships and coalition collaboration with Chemical Dependency Treatment Professional and Mental
Health Service Professionals.
Role of the Coalition Members
The role of the coalition members is to engage in the planning and implementation of the coalition’s Strategic Plan by
participating in workgroups, reviewing plan drafts, developing strategies, and leading/facilitating the implementation of
strategies and activities in the Plan. In addition, the coalition members determine the functioning of the coalition,
priority problems, goals and objectives, strategies and activities, and evaluation measures and reporting.
For more information see page 23.
Coalition member tasks include:
• Participate in coalition workgroups and meetings.
• Participate in Community Coalition Orientation.
• Organize and participate in an annual Key Leader Event.
• Recruit and retain membership.
• Confirm partnerships to get the work done.
• Create/update and submit the coalition’s Strategic Plan which includes the coalition’s process, decisions, and
plan for each of the following steps:
Conduct needs and resource assessments.
Set goals, objectives, and strategies.
Establish implementation steps and timelines.
Plan for reporting and evaluating progress on outcomes.
• Lead and oversee the implementation of direct services, environmental strategies, and media campaigns.
• Report coalition outputs and outcomes to DBHR.
• Implement and support evaluation designed by DBHR. This includes:
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
General Information 7
Support the Healthy Youth Survey (HYS).
PBPS reporting.
Participate in the annual Coalition Assessment Tool (CAT) survey.
Conduct the annual ‘Community Survey.’
Role of the Community Coalition Coordinator (Coordinator)
The Community Coalition Coordinator’s role is to provide staff support to the coalition. As staff, the Coordinator
manages the processes of strategic planning and implementation. The Coordinator and other coalition staff are not
members of the coalition and should not serve as elected officers. The Coordinator and other coalition staff assist with
support for planning, problem solving, and information management (evaluation, deadlines, reporting, etc.). The job of
the Coordinator is to understand the framework, process, and requirements; keep track of the overall process to guide
the coalition through the process and ensure the coalition is moving forward; keep records of the work and decisions of
the coalition; ensure reporting is completed; and distribute meeting information prior to meetings (agendas, decisions
to be made, and minutes). (See page 17 for a detailed task list of CPWI coalition responsibilities.)
Community Coalition Coordinator staff support includes:
• Recruitment assistance for new coalition membership.
• Efforts to increase community awareness of coalition and strategies.
• Building capacity among members to carry out the above roles.
• Being well versed and comfortable with prevention science and theory.
• Being a resource to the coalition as they develop their strategic plan.
• Assistance to the coalition to implement environmental strategies.
• Supporting the executive leadership of the coalition to be effective and complete tasks.
• Supporting the coalition and member-driven workgroups to be effective and complete tasks.
Role of Prevention-Intervention Specialist
• The role of the Prevention-Intervention Specialist (also known as the P-I or Student Assistance Specialist) is to
work in partnership with the coalition to implement the school-based strategy and activities of the Student
Assistance Prevention-Intervention Service Program (SAPISP). The P-I should not be the identified Sector
representative for the School. P-I voting and leadership roles should be determined locally by Coalition to avoid
a conflict of interest.
Prevention-Intervention Specialist (P-I) tasks include:
• Provide screening and referral information to students (parents) involved in the SAPISP.
• Conduct early intervention educational support groups for selected and indicated students.
• Attend and participate in local community coalition meetings.
• Provide Prevention Education Series to one grade level per year.
• Provide information and increase awareness of available prevention, intervention, and treatment services to
school staff, parents, and students.
• Participate as integral member of the multi-disciplinary team at assigned school(s).
• Assist in developing alcohol, tobacco, and other drug related policies at school(s) when needed.
• Implement and maintain methods of program evaluation.
• Additional tasks to support the Coalition are at the discretion of their supervisor.
Role of County
In areas where the County is involved in the provision of prevention services the role of the County is to work with the
Educational Service District (ESD) to review the ‘County Risk Profile’ provided by DBHR, jointly agree on the community
selected, submit community selection packet to DBHR, establish or identify coalition, and then continue working with
the community coalition while allowing the local community coalition to make decisions and fulfill CPWI requirements.
County staff may be non-voting members of the coalition but, should not serve as elected officers.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
8 General Information
County staff tasks include:
• Ensure that all provisions of CPWI are met in a timely manner.
• Participate in monthly CPWI Learning Community Meetings (County prevention staff).
• Work with their ESD partner in the community selection process.
• Participate in annual meetings and training as required.
Note: Other roles and responsibilities may be negotiated with DBHR.
Role of the Contractor for CPWI Coalition Services (if applicable)
Coalitions work with a County or a Non-County Contractor (Contractor) to serve as a pass-through agency for CPWI
funding for staff, strategies and activities. While the Contractor provides fiscal oversight and limited administrative
management, the Coalition retains discretion and control over fiduciary decision making within the laws and
regulations related to the funding source.
The role of the Contractor is to work with the Community Coalition while allowing them to make decisions that fulfill
CPWI requirements. The Coalition Coordinator is not a member of the Coalition, and shall not serve as an elected
officer.
Contractor tasks include:
Ensure that all provisions of CPWI are met in a timely manner.
Serve as the Coalition’s Contractor for grant management.
Provide the Coalition with regular budget expenditure reports.
Fiscal oversight and limited administrative management.
Role of Educational Service District (ESD)
The role of the ESD is to work with the county to review the ‘County Risk Profile’ provided by DBHR, jointly agree on the
community selected, provide community selection paperwork to county, and establish and/or identify the school
contacts and their roles with the coalition; and then continue working with the P-I and community coalition while
allowing the local community coalition to make decisions and fulfill CPWI requirements. ESD Supervising Staff may be
non-voting members of the coalition but, should not serve as elected officers.
ESD tasks include:
• Supervise Prevention-Intervention Specialist.
• Participate in monthly CPWI Learning Community Meetings.
• Participate in annual meetings and training as required.
• Work with their county partner in the community selection process.
Note: Other roles and responsibilities may be negotiated with DBHR.
Coalition Meetings
Successful coalitions have action-driven meetings which focus on decision-making, strategic planning, and action steps.
Coalition meetings are typically 1½ to 2 hours. The meetings include items related to the priorities and outcomes of
the coalition and focus on the action to be taken to achieve those priorities or outcomes. Coalitions often use
workgroups to support detailed work and then engage the full coalition in key decisions and action to facilitate broader
reach for implementation action.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
General Information 9
Hosting effective meetings sometimes requires coalitions to make strategic transitions in how they manage time
together. See the grid below for suggestions.
Strive for engaged action-focused coalition
meeting agendas:
Avoid less effective coalition meetings:
Agenda items are related to the priorities and outcomes
of the coalition
Agenda items are committee or agency updates
Agenda items list the person who will be leading the
discussion, the time allotted and the action to be taken
Agenda items are introduced by the chair and discussed
by the paid staff
Coalition progress is evident by new and emerging items
on the agenda
Agenda items are stagnant or cut and pasted from
month to month
Action planning and delegation happens in the meeting Members advise staff on action to be taken before the
next meeting
New members and partners are recruited to the
meeting based on the agenda items
The same five or six people at the meeting every month
Adults as partners in completing the work New members attend only one or two meetings and
then never come back
For additional information about coalition building please see training materials “Enhancing Coalition Impact” at
www.theathenaforum.org/training/cpwi_trainings.
10
CHAPTER 2:
Section Contents
CPWI Key Objectives ..................................................................................................................................................................... 11
Establishment of a community coalition (community) ....................................................................................................................... 11
Identification of a community coordinator (community) ................................................................................................................... 11
Define and select communities (community) .................................................................................................................................... 12
Implementation of environmental, public awareness, direct service, and capacity building strategies (community) ....................... 12
School-based prevention specialist (community) ............................................................................................................................... 12
Participating communities are distributed statewide (community) ................................................................................................... 13
Resources match outcomes (community/state) ................................................................................................................................. 13
DBHR technical assistance/support (state) ........................................................................................................................................ 13
Evaluating program and community-level change (community) ....................................................................................................... 13
Workforce development (community/state) ...................................................................................................................................... 14
Compliance with Synar (community/state) ........................................................................................................................................ 14
Other .................................................................................................................................................................................................. 14
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Key Objectives 11
CPWI History
The following Division of Behavioral Health and Recovery (DBHR) Community Prevention and Wellness Initiative (CPWI)
Key Objectives were developed through discussions and negotiations with Counties, Office of Superintendent of Public
Instruction representation, Educational Service Districts, and other community stakeholders in 2009-2010. The
objectives were designated as “community” or “state” responsibilities in order to clarify roles. This process was an
effort to move toward a Prevention Redesign Initiative (PRI) for the Washington State Prevention System in order to
incorporate the guidance and lessons learned from the Washington Strategic Prevention Framework-State Incentive
Grant (SPF-SIG).
The Key Objectives identified through the redesign process were developed to set standards and benchmarks to
demonstrate community impact on behavioral health long term outcomes. Each objective includes the minimum
requirements to participate as a CPWI Community Coalition and target benchmarks for the state and coalitions to
achieve. The Key Objectives were developed on the findings from the WA SPF-SIG, Office of National Drug Control
Policy/Drug Free Communities Support Program, Community Anti-Drug Coalitions of America, Communities that Care,
CADCA, Coalitions and Partnerships in Community Health, and SAMHSA.
With each cohort of the CPWI, the guidance documents have been refined for utility. However, the Key Objectives
section of the Community Coalition Guide remains as it was originally developed by the stakeholder group in order to
preserve the history of the development of the Community Prevention and Wellness Initiative (formerly the Prevention
Redesign Initiative).
Key themes received (highlighted below) are general comments received by DBHR during CPWI planning sessions in the
fall of 2009.
CPWI Key Objectives
Establishment of a community coalition (community)
Specific substance abuse prevention focus.
Minimum: Eight (8) out of the twelve (12) following sectors represented. Sectors include youth under the
age of 18, parents, law enforcement, civic/volunteer groups, businesses, health care professionals, media,
schools, youth-serving organizations, religious/fraternal organizations, state/local/tribal government, and
other substance abuse organizations.
Benchmark: All 12 sectors are represented by different people for each sector, and will include chemical
dependency treatment, mental health, and primary health care providers.
Key Themes Received
Challenging for some communities to identify and engage all of the sectors required by the Drug-Free
Community Grant application.
Training needed to support coalition development.
Need clear roles for coalition membership and leadership.
Encourage broad representation and participation.
Identification of a community coordinator (community)
Coordinator must be identified for each community selected.
Minimum .5 FTE community coordinator.
Benchmark: 1.0 FTE community coordinator.
Key Themes Received
Need to allow for leveraged funds to support coordinator position.
Resources not adequate to support 1.0 FTE for each community.
Job descriptions need to be clear and reasonable.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
12 Key Objectives
Define and select communities (community)
Communities must be described in geographic terms or at-risk populations which can be described
demographically.
Communities must have baseline data describing the extent of the substance abuse problem that places
their residents at risk for substance abuse issues. The identified communities must also have the ability to
measure change in risk/protection as well as prevalence of substance abuse.
Communities are not expected to be county-wide as they need to be small enough to measure community-
wide change with limited resources. Examples include: towns, small cities, communities surrounding a
rural school district or urban school building.
Schools within the community will participate in the Washington State Healthy Youth Survey (HYS) on a
biennial basis.
Benchmark: Community risk and protective factors, as well as substance abuse prevalence rates can be
measured with existing databases including Washington State Healthy Youth Survey, and archival data
collected in the CORE GIS.
Key Themes Received
Need to consider allowing for defined communities that are not geographic in nature.
The defined community needs to have access to baseline and on-going measurements.
May need to consider neighborhoods in large urban settings.
Schools, law enforcement, and places of worship are all considered important elements of a community.
Need to find ways of identifying traditionally underserved communities.
Implementation of environmental, public awareness, direct service, and capacity building strategies
(community)
Each community will have some level of capacity building with an environmental strategy, as well as a
public awareness and direct service evidence-based approaches.
Benchmark: Identified communities will invest in capacity building activities, a minimum of two
environmental strategies per year, one public awareness campaign relating to a priority drug issue in their
community, and multiple direct service evidence-based approaches.
Key Themes Received
Need a balance between community capacity building, environmental strategies, and direct service work.
Evidence-based programs do not meet the needs of all populations.
Need to leverage resources within the community in order to have a comprehensive plan – DBHR resources
are limited.
School-based Prevention-Intervention Specialist (community)
A minimum of 1.0 FTE school-based Prevention-Intervention (P-I) specialist is employed in the identified
community.
Student Assistance Prevention-Intervention Service Program (SAPISP) model developed by OSPI will be
followed.
P-I specialist will be actively involved in the community coalition.
Benchmark: A minimum of 1.0 FTE P-I specialist is employed for every 1,000 middle and high school
students in the identified community.
Key Themes Received
DBHR funds do not need to pay for the entire FTE, leveraged funds by local schools and the ESDs are
critical. What is important is the FTE is located in the defined community.
It is important to have the ESDs supervise the assigned P-I specialists.
P-I specialist needs to be an active member of the community coalition.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Key Objectives 13
Participating communities are distributed statewide (community)
Each county will identify a minimum of one community. In counties with larger populations, more than one
community is expected to be identified.
o Counties under 195,000 people = 1 community
o Counties between 195,000 and 700,000 people = 2 communities
o Counties between 700,000 and 1,500,000 people = 3 communities
o Counties over 1,500,000 people = 4 communities
Counties/ESDs were phased into the CPWI in three cohorts. Cohort 1 began on July 1, 2011, Cohort 2
began on July 1, 2012 and Cohort 3 began July 1, 2013.
Benchmark: All counties/ESDs will be actively participating by the beginning of FY2013.
Key Themes Received
Flexibility is needed to continue some countywide environmental and capacity building efforts.
Need to leverage other state and local resources in defined communities.
Important to reach as many communities as possible, and still maintain sufficient programming and policy
work to realize community-level change.
Resources match outcomes (community/state)
Performance-based contracts will be tied to community prevention planning and program implementation
outputs.
Benchmark: Performance-based contracts will be tied to community substance abuse outcomes.
Key Themes Received
Limiting the number of communities funded by fully resourced comprehensive plans with DBHR funds is
not necessary, leverage funds need to be counted on more.
DBHR technical assistance/support (state)
Community coalition development.
Strategic planning, evaluation, and reporting.
Social marketing/public awareness.
Substance abuse prevention/mental health promotion.
Benchmark: DBHR staff will have the technical expertise to support providers in their efforts to organize
communities, develop strategic plans, select programs/practices/policy development work, and
report/market their progress and incorporate mental health promotion strategies where appropriate.
Key Themes Received
Access to community technical assistance was a key element in the SPF/SIG Project.
Evaluating program and community-level change (community)
All programs will need to report into the Performance-Based Prevention System (PBPS); those serving
individuals age 10 and older will report into the PBPS using assigned measures tied to their
program/practice objectives.
Environmental strategies will be reported in the PBPS.
Community level change will be tracked using HYS and Core GIS Data.
HYS will be implemented in all schools within the identified community.
Benchmark: All program/practice/policy efforts supported by DBHR funds will be reported in the PBPS,
which will generate real-time reports.
Key Themes Received
Measuring progress and success is important.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
14 Key Objectives
Workforce development (community/state)
Prevention certification offered in Washington State.
Substance abuse prevention specialists training offered in Washington State.
Annual Prevention Summit.
Athena website for prevention professionals in Washington State.
Benchmark: Direct-service providers are trained in the programs they are offering. Each agency receiving
DBHR prevention funds will have at least one Certified Prevention Professional (CPP) on staff.
Key Themes Received
Training and workforce development is important.
“What Works” (community/state)
A minimum percentage of programs/practices/policies must be evidence-based per the contract
requirements.
Principles of prevention for all programs.
Benchmark: 75% of program groups of programs/practices/policies must be evidence-based, based on the
Washington State specific list.
Key Themes Received
It is important to keep some flexibility for innovation and adaptation.
Field needs to continue to follow research and principles being adopted nationally and learn from our work
in Washington State.
Compliance with Synar (community/state)
Communities will support Synar compliance activities locally.
Benchmark: All counties will support their local health departments in Synar compliance activities, such as;
retail compliance checks and retailer education.
Key Themes Received
If counties are expected to continue to support the local Synar work, they will need some flexibility to
maintain level of work at a countywide level.
Other
*Seek opportunities in Healthcare Reform (community/state)
DBHR staff and providers will establish a workgroup, or use the Cohort 1 learning community to study
potential collaborative opportunities between substance abuse prevention, mental health promotion, and
primary health care.
Benchmark: At least one co-developed/selected and co-funded substance abuse prevention/mental health
promotion project in each community on an annual basis will be implemented.
*Healthcare reform was passed by Congress since the CPWI stakeholder workgroup met in the fall of 2009.
It is essential that the CPWI follow the direction currently being formulated at the state and federal level.
Key Themes Received
This is a new item and will be discussed at future meetings.
15
CHAPTER 3:
Section Contents
Implementing CPWI in Your Community ....................................................................................................................................... 16
Quick Reference Timeline Overview .............................................................................................................................................. 17
GETTING STARTED .............................................................................................................................................................................. 20
A. Register and participate in The Athena Forum. ........................................................................................................................ 20
B. Select CPWI community. ........................................................................................................................................................... 20
C. Community Coalition Coordinator (.5 FTE) for each CPWI community. .................................................................................... 20
D. Confirm Student Assistance Prevention-Intervention Service Program (SAPISP) and Prevention-Intervention Specialist
services (P-I services). ......................................................................................................................................................................... 22
CAPACITY BUILDING ............................................................................................................................................................................ 23
A. Recruit and retain membership. ............................................................................................................................................... 23
B. Sector Representation Monthly Meetings. ............................................................................................................................... 23
C. Community coalition member orientation. ............................................................................................................................... 23
D. Establish and maintain coalition structure. .............................................................................................................................. 23
E. Engage key leaders in coalition’s CPWI efforts. ........................................................................................................................ 24
F. Community involvement and input in the strategic planning process. ..................................................................................... 24
G. Participate in training and technical assistance. ...................................................................................................................... 24
ASSESSMENT ..................................................................................................................................................................................... 25
A. Conduct Needs Assessment. ..................................................................................................................................................... 25
B. Conduct Resources Assessment. ............................................................................................................................................... 26
PLANNING ........................................................................................................................................................................................ 27
A. Select and update goals, objectives, strategies, and programs/activities. ............................................................................... 27
B. Develop and update Prevention Strategic Plan. ....................................................................................................................... 27
C. Confirm partnerships for implementation of strategies and programs/activities. ................................................................... 27
IMPLEMENTATION .............................................................................................................................................................................. 28
A. Maintain active community coalition. ...................................................................................................................................... 28
B. Participate in monthly meetings with DBHR. ............................................................................................................................ 28
C. Implement DBHR Statewide media strategies. ......................................................................................................................... 28
D. Implement strategy(ies) and programs/activities according to Strategic Plan. ....................................................................... 28
REPORTING AND EVALUATION ............................................................................................................................................................... 30
A. Develop reporting and evaluation strategies............................................................................................................................ 30
B. Complete PBPS reporting. ......................................................................................................................................................... 30
C. Review and analyze process and outcome information with coalition according to Strategic Plan. ........................................ 30
D. Participate in statewide evaluation. ......................................................................................................................................... 30
............................................................................................................................................................................................................ 44
Plan for Tracking and Reviewing Evaluation Information .................................................................................................................. 45
Cultural Competency in Reporting and Evaluation ............................................................................................................................. 45
Sustainability in Reporting and Evaluation......................................................................................................................................... 45
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
16 Implementing CPWI
Implementing CPWI in Your Community
Purpose of this Section of the Community Coalition Guide
The purpose of this section is to identify the required tasks and provide guidance, definition, and clarification on each
task category grouped by the CPWI Planning Framework steps. Please note: this Guide is not intended to be a
comprehensive handbook for community organizing.
Task items marked “required” are due according to the Task Category Timeline Overview. As indicated in the following
pages, some items will be submitted to DBHR via electronic files or reported into the Performance Based Prevention
System (PBPS), while other items will be documented during site visits. Please note, as additional funding is made
available to support CPWI efforts, this Guide may be updated to include additional requirements and information.
Quick Reference Timeline Overview display on the following pages is categorized by Tasks and does not indicate
sequence to follow. This is not expected to be linear process. The timeline is based on annual schedule starting at the
beginning of the fiscal year. Complete timeline will be negotiated with DBHR based on individual coalition readiness.
New coalitions starting on an alternate timeline will be reviewed on a case-by-case basis to establish starting time
and timeline to follow will be negotiated with DBHR.
A Microsoft Word template of the Timeline Overview has been prepared for your use at
www.theathenaforum.org/quick_reference_timeline_overview_cpwi_community_coalition_guide_august_2015_update.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Implementing CPWI 17
Quick Reference Timeline Overview
A modifiable Microsoft Word document available on Athena at
www.theathenaforum.org/quick_reference_timeline_overview_cpwi_community_coalition_guide_august_2015_update
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
18 Implementing CPWI
Quick Reference Timeline Overview, continued
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Community Coalition Guide
Implementing CPWI 19
Quick Reference Timeline Overview, continued
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
20 Implementing CPWI
GETTING STARTED
A. Register and participate in The Athena Forum.
(Required - Ongoing) County, ESD, and Community Coalition Coordinators register and actively participate in
The Athena Forum.
Definitions: “Register” means to become a member of the www.theAthenaForum.org within two weeks of staff
participation in CPWI. “Actively participate” means to go to site to access materials posted by DBHR.
B. Select CPWI community.
(Required - New only) Select community(ies) to participate in CPWI. Submit ‘Community Selection Packet’ to
DBHR CPWI Prevention System Manager. Date of submission to-be-determined.
o County and ESD will work together to review DBHR provided ‘County Risk Profile’ of high need
communities in county.
o Determine willingness of highest need communities to participate and engage in CPWI.
o Review community and school readiness of potential communities identified in ‘County Risk Profile.’
Assess community readiness stages for communities listed as highest risk in the ‘County Risk
Profile.’ Note: Lower stages of community readiness may help indicate communities that are of
higher-need for services, therefore being an optimal CPWI community choice.
Identify resources available to address readiness challenges.
(Required -New only) County/Contractor and/or coalition will issue media release, within 60 days following
approval of community selection, to outlets serving the CPWI community using ‘CPWI News/Media Release
Template’ provided by DBHR.
o Send a copy of the local release and notification of any media coverage to DBHR.
If needed, sign a Memorandum of Understanding (MOU) between County/Contractor and coalition.
C. Community Coalition Coordinator (.5 FTE) for each CPWI community.
(Required - New and As needed) County/Contractor reviews Community Coalition Coordinator job description
and hiring/designation process with DBHR for initial hire and as needed to fill vacancies.
(Required – New and As needed) County/Contractor will ensure new hire Community Coalition Coordinator
meets required qualifications below.
(Required – New and As needed) County/Contractor shall submit a CPWI Community Coalition Coordinator
Qualifications Checklist for all new hire Community Coalition Coordinator candidates to DBHR for review.
(See Appendix 19 of this Guide for sample template.)
(Required – New and Ongoing) County/Contractor will ensure Community Coalition Coordinator(s) works in the
community with coalition to help organize and maintain the community substance abuse prevention coalition,
provide assistance to the community coalition, and to help guide the continuous development and
implementation of a community substance abuse prevention Strategic Plan. Coordinator shall be in place
within one month of contract execution/ new community selection the first year and ongoing for the duration
of participation in CPWI.
(Required- Ongoing) County/Contractor will ensure that at least 80 hours of Community Coalition
Coordinator(s) time per month is spent on each selected CPWI community. (See Appendix 18 for menu of
Community Coalition Coordinator Hours categories to be reported.)
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(Required- Ongoing) County/Contractor will ensure that all new hires have a physical office space within the
CPWI community boundaries.
(Required- Ongoing) County/Contractor will ensure Community Coalition Coordinator(s) is a Certified
Prevention Professional (CPP):
o Ensure current non-certified Community Coalition Coordinator(s) obtain a CPP credential within 12
months of contract start date; maintain for duration of contract,
o Ensure currently certified Community Coalition Coordinators maintain CPP credential status, and
o Ensure Certified Prevention Professional certification within 18 months of new Community
Coalition Coordinator start date.
Community Coalition Coordinator will:
o Work in community to fulfill requirement of minimum .5 FTE time dedicated to each CPWI community.
o Serve as staff support for the coalition to plan, implement, and report on task categories.
o Function as the liaison among the coalition members and with the community.
o Serve as a liaison between CPWI coalition and DBHR.
o Participate in CPWI learning community meetings, monthly DBHR check-in meetings, and required
training.
o Help recruit and retain membership on the coalition and support from local key stakeholders/leaders.
o Provide staff support to the coalition; coordinate regular meetings to ensure implementation on the
Strategic Plan and Action Plan.
o Coordinate the regular review of coalition budget by the coalition.
o Assist coalition members in navigating CPWI Prevention Planning Framework and guide coalition to
develop a comprehensive Action Plan based on Needs Assessment and Strategic Planning.
o Work with individual coalition member organizations to help them align and integrate their work with
the goals and strategies of the coalition and CPWI Prevention Planning Framework-focused work.
o Report to the coalition on progress toward the goals and objectives of the Strategic Plan and Action
Plan.
o Provide or coordinate services, implement activities and manage coalition trainings with the guidance
of the coalition members.
o Work with the coalition and projects to develop and monitor outcomes.
o Coordinate community outreach efforts (i.e., presentations, newsletter, volunteer recruitment, etc.).
Required Community Coalition Coordinator Qualifications:
o Bachelor’s Degree in Education, Health Education, Communications, Social Sciences, or closely related
field.
o Certified Prevention Professional.
o Two years of work experience in community organizing, program coordination, or community-based
programs involving youth, drug/alcohol/tobacco abuse, or other related community health prevention
or counseling.
o Working knowledge of substance abuse prevention and prevention science, community development
and mobilization, youth development principles, and community organizing approaches.
o Ability to create and sustain effective relationships with community partners, foster and share
leadership among individuals in the community, and build bridges among diverse community members
and organizations.
Desired Skills and Knowledge:
o Work skills: Organized; excellent oral and written communication; public speaking and training; group
and meeting facilitation; word processor, spreadsheet, and internet skills; good sense of humor; ability
to learn new concepts quickly; and self-motivated with ability to work independently.
o Knowledge of local organizations, services, the community to be served, and prevention.
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22 Implementing CPWI
D. Confirm Student Assistance Prevention-Intervention Service Program (SAPISP) and Prevention-
Intervention Specialist services (P-I services).
(Required – Annually) County/Contractor will coordinate with ESD to confirm school district and school building
participation in CPWI and implementation of SAPISP and P-I services within 30 days prior to start of school each
year.
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CAPACITY BUILDING
A. Recruit and retain membership. Coalition will recruit and maintain membership and participation consistent
with CPWI requirements, strategic plan, demographics, and culture of the community.
(Required - Ongoing) Ensure coalition members and sector representatives maintain active participation in the
coalition. Locally develop an “active participation” standard that is agreed to by members and followed by
coalition.
(Required – Ongoing and Update every 2 years) Develop and implement membership recruitment and retention
strategies including minimum participation rules. Include plan for ‘membership recruitment and retention’ in
Strategic Plan, update as needed but at a minimum every two years. Recruitment and retention must include
elements of cultural competency.
(Required - Annually) Administer the Annual Coalition Survey “Coalition Assessment Tool” (CAT) among all
current coalition members in October, analyze and discuss results at coalition meeting(s).
(Required – New and Update Annually) Coalition will complete ‘Community Profile’ brochure with DBHR within
45 days following approval of Strategic Plan. Update ‘Community Profile’ as needed but at a minimum every
year within 45 days following approval of annual Action Plan updates.
B. Sector Representation Monthly Meetings. Required sector representatives must be present and participate
concurrently in monthly meetings.
(Required - Ongoing) Monthly full-coalition meetings shall be attended by at least eight (8) sector
representatives at least nine (9) months of the calendar year from the list provided on page 11. (Variation in
sectors participating monthly is acceptable.)
C. Community coalition member orientation. Coalition will ensure that coalition members have clear
understanding of CPWI goals and objectives, CPWI/Strategic Prevention Framework planning model, and coalition
structure and capacity building plan. This can be done annually as an established coalition and/or individually when
new members join.
(Required – New and As needed) Coalition will conduct a training/meeting to meet the following goals:
o Review CPWI goals.
o To increase the understanding for the coalition members in the CPWI/Strategic Prevention
Framework planning model, related local data, goals, and activities of coalition.
o Develop coalition membership’s understanding of their role.
o Develop coalition structure.
o Develop capacity building plan.
o Further engage members in implementing Action Plan.
D. Establish and maintain coalition structure.
(Required - Ongoing and Update every 2 years) Coalition will establish and maintain, at a minimum, the
following:
o A meeting schedule and structure to achieve components required for strategic planning and
implementation. Once the schedule and structure are established, the coalition shall demonstrate
adherence to the structure through attendance reporting in the PBPS.
o A mission statement. Include ‘mission statement’ in Strategic Plan.
o A decision-making model to be used. Include ‘decision-making processes’ in Strategic Plan.
o Procedures for communication. Include ‘communication procedures’ in Strategic Plan.
o Develop job descriptions for coalition members (including school representatives), “leadership team,”
and coalition staff.
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(Required – New and Update Annually) Coalition will review mission, goals, activities, budget and strategies
annually to decide if revisions are needed.
o Establish work groups as necessary.
o Address how the coalition will ensure inclusion and participation of members, address cultural
competency, and implementation of National Culturally and Linguistically Appropriate Services (CLAS)
Standards.
E. Engage key leaders in coalition’s CPWI efforts. Any community key leader who is not already participating as a
member of the coalition will be invited to participate in an annual event to discuss the coalition.
Definition: “Key leader” means local influential people who can influence decisions, funding, and resources for the
local community (i.e., Mayor, Superintendent, County Executive, County/City council members, Business Owners,
PTS President, Sheriff, Police Chief, etc.).
(Required - Annually) Coalition will host Key Leader event annually that will meet the following goals:
o Bring selected key leaders and coalition members together.
o Provide necessary training to increase the understanding for the key leaders in the CPWI/Strategic
Prevention Framework planning model, related local data, goals, and activities of coalition.
o Celebrate successes to date.
o Develop ‘buy-in’ for coalition by key leaders.
o Provide opportunity to hear perspective of key leaders on the goals, activities, and coalition efforts.
o Commitment/re-commitment from key leaders to support the goals, activities, and efforts of the
coalition.
o (Re) energize coalition members.
Note: Key Leader event may be integrated with other local currently established annual event.
Set up and maintain communication updates with key leaders.
F. Community involvement and input in the strategic planning process.
(Required - Ongoing) Coalition will gather information and feedback from the community as they develop their
strategic plan and update annual Action Plans. Coalition will incorporate the community feedback into its
decision-making at each step of the planning framework. (For example, the coalition works to better
understand and listen to the community members to identify local conditions while they are in the Needs
Assessment phase. Methods may include focus groups and key informant interviews.)
Definition: In this process, “Community” should be defined as individuals who are part of the community but
are not coalition members.
G. Participate in training and technical assistance.
(Required) Participate in the following trainings:
o Participants: ESD staff, County prevention staff (if applicable)/ Community Coalition Coordinator or
their designee.
(Annually) Training in coordination with All Provider Meeting.
(Annually) Prevention Summit/ or designated DBHR-supported Prevention Conference.
(Annually) Summer Coalition Leadership Institute.
(Annually) 1 additional DBHR training as announced.
o Participants: Community Coalition Coordinator.
(New and As needed) Community Coalition Coordinator Orientation.
(New only) Substance Abuse Prevention Skills Training (SAPST) within six months (if not
previously completed).
(Monthly) Technical Assistance and Monitoring Calls with DBHR Prevention System Manager.
o Participants: Coalition members and Community Coalition Coordinator.
(New and As needed) Community Coalition Orientation.
o Participants: Key leaders, coalition members and Community Coalition Coordinator.
(Annually) Key Leader Event.
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ASSESSMENT
Note: Priorities determined through the needs and resources assessment should not to be limited to the funding
resources currently available. Plan should consider strategies for generating resources to support the unmet needs of
the community.
A. Conduct Needs Assessment. The coalition will make data-informed decisions and define problem statements
using archival, Healthy Youth Survey, and local indicator data. The needs assessment is completed by the coalition,
with support from the community coalition coordinator, using workgroups as needed to review and discuss data in
detail. The coalition will regularly update the needs assessment to make adjustments based on progress towards
meeting goals and objectives and to meet the needs of the community. Assessment will be updated as needed but
at a minimum every two-years.
(Required – New and Updated every 2 years) Coalition will establish a process to compile data, review the
information, and ensure data is reflective of community demographics. Include ‘explanation of process’ in
Strategic Plan.
(Required – New and Updated every 2 years) Coalition (or workgroup) will collect, compile, and review data.
o Review data provided in ‘Community Needs Assessment Data Book’ provided by DBHR. Discuss
implications for the community and the work of the coalition.
o Identify gaps in the data, and possible sources of more precise local data to fill those gaps.
o Collect those local data and add to assessment.
o Identify important and/or significant data that demonstrates areas to focus substance abuse efforts to
include in Strategic Plan. Include ‘significant data’ in Strategic Plan.
Note: The coalition may choose to use a workgroup for this part of the needs assessment. It is recommended to
have 3-5 people for the workgroup. There should be some members from the coalition to help guide the work of
the workgroup but not all members need to be coalition members. Invite people in the community who have
expertise and/or interest in data relating to youth risk and protective factors, substance use, and related
community indicators of problem behaviors to join workgroups.
(Required– New and Annually) Conduct ‘Community Survey’ provided by DBHR with community annually
between September and December. Coalition will review results of the survey. To ensure data from the survey
reflects the attitudes of the community, respondents of Community Survey should reflect the population of the
community in age, race, ethnicity, education, and socio-economic status; for best results, the coalition should
develop a plan to recruit representative survey participation from the community for a representative sample
in their data.
Definition: “Community” means individuals from within the community who are not already participating as
members of the coalition.
(Required – New and Updated every 2 years) Coalition will prioritize outcomes for long-term consequences,
behavioral health problems, intervening variables/risk and protective factors, and contributing factors to
include in Strategic Plan. Include ‘priorities’ in Strategic Plan.
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B. Conduct Resources Assessment. Following the Needs Assessment, the Resources Assessment is completed by
the coalition, with support from the Community Coalition Coordinator, using workgroups as needed to review and
discuss information in detail. The coalition will regularly update the Resources Assessment to make adjustments
based on progress towards meeting goals and objectives and to meet the needs of the community. Assessment will
be updated as needed but at a minimum of every two-years.
(Required – New and Updated every 2 years) Coalition will establish a process to collect, compile, and review
resource data. Include ‘explanation of process’ in Strategic Plan.
(Required – New and Updated every 2 years) Coalition (or workgroup) will collect, compile, and review resource
data.
o Collect and compile information about the providers and prevention-related services in the community
related to the prioritized outcomes for long-term consequences, behavioral health problems,
intervening variables/risk and protective factors, and contributing factors.
o Identify important and/or significant information that demonstrates areas to focus substance abuse
efforts to include in Strategic Plan. Include ‘significant information’ in Strategic Plan.
Note: The coalition may choose to use a workgroup for this part of the resources assessment. It is
recommended to have 3-5 people for the workgroup. There should be some members from the coalition to help
guide the work of the workgroup but not all members need to be coalition members. Invite members of the
coalition who have knowledge of a wide range of providers of prevention related services to participate.
(Required – New and Updated every 2 years) Coalition will review results of the resources information and
integrate results into strategies and activities. Include ‘results’ in Strategic Plan.
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PLANNING
A. Select and update goals, objectives, strategies, and programs/activities.
(Required – New and Updated every 2 years) Coalition determines goals, and objectives. Include ‘goals and
objectives’ in Strategic Plan.
(Required – New and Updated annually) Coalition determines ‘strategies, and programs/activities’ and
identifies who will receive services and what services they will receive. Include ‘Action Plan’ in Strategic Plan.
See Appendix 11, pages 59-60.
B. Develop and update Prevention Strategic Plan.
(Required – New and Updated every 2 years) Coalition will develop, write, and submit a strategic plan, including
a logic model, to DBHR for approval according to the schedule below, using the Strategic Plan Requirements.
The coalition will regularly update strategic plan to make adjustments based on progress towards meeting
goals and objectives and to meet the needs of the community. Plan will be updated as needed but at a
minimum according to the schedule below. The Strategic Plan includes the coalition’s process, decisions, and
plan for each of the following steps:
Organization development and building capacity.
Conduct needs and resource assessments.
Set goals, objectives, and strategies.
Establish implementation steps and timelines.
Plan for reporting and evaluating progress on outcomes.
Timeline for Strategic Plan and Action Plan due dates
Action Plan and Budgets required to be updated and submitted to DBHR Prevention System Manager
annually by June 15th (Appendix 11 and 12)
Comprehensive Full Update of Strategic Plan for all CPWI coalitions is due June 15, 2017.
New Coalitions joining CPWI after July 1, 2015 follow Strategic planning update requirements and
instructions as assigned by DBHR.
C. Confirm partnerships for implementation of strategies and programs/activities. Coalition will ensure that
necessary relationships are established and permissions obtained so that strategies can be implemented
effectively. Coalition identifies partnership gaps and plans outreach and recruitment strategies to fulfill needs.
(Required – New and Updated annually) Coalition will confirm lead organization/responsible party for
implementation of activities/programs in Strategic Plan and date(s) services will commence. Include ‘Action
Plan’ in Strategic Plan.
If needed, MOU is signed to ensure partnerships for implementation of services.
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IMPLEMENTATION
A. Maintain active community coalition.
(Required – Ongoing) Community coalition coordinator (.5 FTE) supports and maintains the community
substance abuse prevention coalition, provides assistance to the community coalition, and helps guide the
continuous development and implementation of a community substance abuse prevention plan. Beginning July
of starting year and ongoing for the duration of the project.
(Required – Ongoing) Coalition will regularly conduct monthly full coalition meetings, workgroup/sub-
committee meetings as needed, and maintain a structure to achieve components required for strategic
planning and implementation (as determined by coalition, see Capacity Building C. Establish and Maintain
Coalition Structure).
(Required – Annually) Coalition will review coalition structure at least annually and revise if needed, to ensure it
still represents coalition’s actions and intentions.
(Required – Ongoing) Coalition will complete tasks included in ‘Community Coalition Guide.’
B. Participate in monthly meetings with DBHR.
(Required – Ongoing) ESD staff/county staff/community coalition coordinator attends monthly CPWI Learning
Community meetings by phone, GoTo® meeting, K20, or in-person.
(Required – Ongoing) DBHR and community coalition coordinator have check-in meetings at least once per
month, or more frequently as needed, to discuss:
o Timeline and upcoming due dates.
o Progress on Strategic Plan.
o Contract compliance.
o TA/training needs.
o Next steps.
County/Contractor and ESD staff are invited to participate in monthly check-in meetings.
C. Implement DBHR Statewide media strategies.
(Required – Ongoing) Coalition will promote statewide media campaign messages to the local news media and
through social media, publications, and donated/paid advertising using professionally developed and tested
materials from DBHR and its federal and national partners. These partners include:
o The Substance Abuse and Mental Health Services Administration (such as the “Talk. They Hear You”
campaign)
o The Partnership for Drug Free Kids, provides ongoing media messages/materials and attitude tracking
research.
o The National Institute on Drug Abuse provides research and educational materials.
Follow the guidance on www.theathenaforum.org/media_strategies_cpwi_guidelines_and_tools when
developing/ localizing media strategies and campaigns.
Coalition will encourage news media to announce coalition events, activities, resources and successes.
Contact Deb Schnellman at Deb.Schnellman@dshs.wa.gov or 360-725-3763 for assistance or materials.
D. Implement strategy(ies) and programs/activities according to Strategic Plan.
(Required – Ongoing) Organize and implement 1.0 FTE P-I services. ESDs in coordination with coalition will
work with selected schools to implement SAPISP and P-I services. Annually September -June.
(Required – Ongoing) Coalition will implement capacity building strategies and activities according to approved
Strategic Plan, including coalition meetings and training and technical assistance.
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(Required – Ongoing) Coalition will implement cultural competency strategies and activities according to
approved Strategic Plan.
o Coalition shall adopt and implement policies to address health disparities. Coalitions shall follow the
National CLAS Standards, as they apply to coalition development and function. Standards are available
at minorityhealth.hhs.gov/omh/browse.aspx?lvl=2&lvlid=53, www.hdassoc.org/wp-
content/uploads/2013/03/CLAS_handout-pdf_april-24.pdf
(Required – Ongoing) Coalition will implement sustainability strategies and activities according to approved
Strategic Plan.
(Required – Ongoing) Coalition will implement locally developed public awareness campaign(s) according to
approved Strategic Plan. Minimum of one required.
(Required – Ongoing) Coalition will implement environmental strategy(ies) according to approved Strategic
Plan. Minimum of one required. Environmental strategies on the Excellence in Prevention list as an evidence-
based Practice (EBP), implemented to fidelity, can be included in the ratio of evidence-based program
percentage requirements to meet contract deliverable for EBP’s. Environmental Strategies NOT on the
Excellence in Prevention list will not be counted against the EBP ratio requirement.
(Required – Ongoing) Coalition will implement selected direct prevention strategy(ies) according to approved
Strategic Plan. Minimum of one required. Must meet contractual requirements for percentage of evidence-
based programs.
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REPORTING AND EVALUATION
A. Develop reporting and evaluation strategies. Include ‘evaluation strategies’ in Strategic Plan.
(Required – New and Updated every 2 years) Determine coalition’s intended major outcomes, impacts, and
changes expected for goals and objectives.
(Required – New and Updated every 2 years) Determine how evaluation information will be shared within the
coalition and used by the coalition to make adjustments as well as communicated with the community and key
leaders.
B. Complete PBPS reporting. Coalition will report outputs and outcomes to DBHR in the PBPS.
(Required – Ongoing) Report coalition and community organization functioning including:
o All coalition, community coordination hours, and training services according to guidance in beginning on
page 66 of this Guide.
o Report the following Community Coalition Guide Deliverables (requirements) as a ‘Single Service’ in the
PBPS under the Coalition Program as they are completed:
o Annual Key Leader Event
o Annual Community Survey Completion
o Community Profile Brochure completion (New Communities/ As Needed/ Every 2 years)
o Community Coalition Orientation (New Communities and As Needed)
o News Release submission to DBHR. (New communities)
(Required – Ongoing) Report locally developed public awareness, media campaign and environmental
strategy(ies) including:
o All public awareness and environmental services.
(Required – Ongoing) Report direct prevention strategy(ies) including:
o All direct services.
o Pre- and post-test assessments per contractual requirements.
Note: SAPISP and P-I services will continue to be reported through the OSPI MIS and uploaded to PBPS monthly.
Ensure that services are not duplicate reported.
(Required – Every 6 months) Community Level Instrument-Revised (CLI-R). Applies to all Partnerships for
Success (PFS) grant sub-recipients. Report completion required annually in October and April.
C. Review and analyze process and outcome information with coalition according to Strategic Plan.
Coalition will make necessary changes based on data and performance.
(Required - Annually) Coalition will use the ‘Coalition Assessment Tool’ report to evaluate coalition capacity
building efforts.
(Required - Annually) Coalition will review effectiveness summarized in the annual community survey results of
locally-developed public awareness message dissemination into community.
(Required - Annually) Coalition will use the PBPS reports, state data, and other local reports to monitor and
evaluate progress towards goals and objectives.
D. Participate in statewide evaluation.
Coalition will implement evaluation designed by DBHR.
(Required - Every 2 years) Support the local school district to ensure participation in the HYS.
Target is 80% participation of eligible students in each grade that is surveyed.
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(Required - Annually) Work to achieve response rates for the annual ‘Coalition Assessment Tool’ (survey)
(conducted annually in October). Work with coalition leadership to use survey results in the on-going formative
evaluation work.
Target is 80% of the coalition membership participation in survey.
(Required - Annually) Achieve participation rates for the ‘Community Survey’ (conducted annually September
through December) according to sliding scale. The scale was developed using community population estimates
reported in the community Data books. Work with coalition leadership to use survey results in the on-going
planning and formative evaluation work.
See Appendix 20 for table of community names and the required minimum number of community surveys to
be collected.
Coalition shall work to collect surveys from a representative sample of the population in their community.
SLIDING SCALE SURVEY COLLECTION REQUIREMENTS
100 surveys: 500 – 3,999 population
130 surveys: 4,000 – 10,999 population
180 surveys: 11,000 – 29,999 population
230 surveys: 30,000 – 109,999 population
250 surveys: 110,000 + population
32
CHAPTER 4:
Section Contents
General Information for Writing Coalition’s Strategic Plan ............................................................................................................ 33
Purpose of this Section of the Guide: .................................................................................................................................................. 33
What is a Strategic Plan? ................................................................................................................................................................... 33
CPWI Strategic Plan ............................................................................................................................................................................ 33
Writing the Coalition’s Strategic Plan: ............................................................................................................................................... 34
Steps for the Coalition in Developing the Plan ................................................................................................................................... 35
Review Process ................................................................................................................................................................................... 36
Resources for Writing Strategic Plan .................................................................................................................................................. 36
EXECUTIVE SUMMARY/INTRODUCTION ................................................................................................................................................... 37
Overview of Plan ................................................................................................................................................................................. 37
ORGANIZATIONAL DEVELOPMENT (GETTING STARTED) ............................................................................................................................... 38
Mission Statement and Key Values .................................................................................................................................................... 38
Coalition Structure and Organization ................................................................................................................................................. 38
Membership Recruitment and Retention ........................................................................................................................................... 38
Cultural Competency in Organizational Development ....................................................................................................................... 38
Sustainability in Organizational Development ................................................................................................................................... 38
CAPACITY BUILDING ............................................................................................................................................................................ 39
Outreach ............................................................................................................................................................................................. 39
Training/Technical Assistance (TA) ..................................................................................................................................................... 39
Cultural Competency in Capacity Building .......................................................................................................................................... 39
Sustainability in Capacity Building ..................................................................................................................................................... 39
ASSESSMENT ..................................................................................................................................................................................... 40
Needs Assessment .............................................................................................................................................................................. 40
Resources Assessment ........................................................................................................................................................................ 41
Cultural Competency in Assessment ................................................................................................................................................... 41
Sustainability in Assessment............................................................................................................................................................... 41
PLAN ............................................................................................................................................................................................... 42
Process for Planning ........................................................................................................................................................................... 42
Goals, Objectives and Strategies ........................................................................................................................................................ 42
Action Plan ......................................................................................................................................................................................... 42
Cultural Competency in Plan .............................................................................................................................................................. 42
Sustainability in Plan .......................................................................................................................................................................... 42
IMPLEMENTATION .............................................................................................................................................................................. 43
Structural Support for Implementation .............................................................................................................................................. 43
Budget ................................................................................................................................................................................................ 43
Cultural Competency in Implementation ............................................................................................................................................ 43
Sustainability in Implementation........................................................................................................................................................ 43
REPORTING AND EVALUATION ............................................................................................................................................................... 44
Expected Outcomes (Baseline and Target Data) ................................................................................................................................ 44
Plan for Tracking and Reviewing Evaluation Information .................................................................................................................. 45
Cultural Competency in Reporting and Evaluation ............................................................................................................................. 45
Sustainability in Reporting and Evaluation......................................................................................................................................... 45
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Strategic Plan Requirements 33
General Information for Writing Coalition’s Strategic Plan
Purpose of this Section of the Guide:
The purpose of the CPWI Strategic Plan Requirements chapter is to provide the CPWI requirements for completing the
coalition’s Strategic Plan. It is meant to be helpful for communities and coalitions in developing a strategic plan. This
first part is general information that applies to the overall development of your plan. Beginning on page 37, are specific
instructions for each section of the coalition’s Strategic Plan.
What is a Strategic Plan?
The coalition’s Strategic Plan brings together in one place the process, findings, decisions, and plan for the future for
each step of the planning framework. Strategic Plans create, confirm and provide documentation of the intended vision
and goals of a coalition. A Strategic Plan should set the course for the work of the coalition with a long-term focus while
also maintaining the immediate work that needs to be completed. Strategic Plans should be ‘living documents’ that
provide direction but also are updated regularly to account for assessment and evaluation information.
CPWI Strategic Plan
The coalition should follow the guidance set forth in this document to develop and write their Strategic Plan.
The coalition’s Strategic Plan should be for your community. We encourage coalitions to consider including all of the
coalition efforts in the Plan; however, the coalition is only required to submit a Plan for the coalition’s CPWI activities.
The coalition may choose to do it either way, but you should note your choice in the beginning of the Plan and follow
that choice consistently for each section throughout the entire Plan. If non-CPWI efforts are included in the Plan, the
CPWI-specific (DBHR-funded) activities must be indicated throughout the Plan.
The Strategic Plan is intended to be a long-term document with frequent updates as new data and evaluation
information are available. The coalition’s Strategic Plan should be a vision for at least four years into the future and will
include annual Action Plan updates and a two-year update as new HYS data is available. The coalition may choose to
have the Strategic Plan vision extend beyond four years, however regular updates will be required as a course of doing
good coalition work.
Annual Action Plan Updates
Each year by June 15th, coalitions will need to submit an updated Action Plan and Budget for review and approval to
their DBHR Prevention System Manager. This update should include changes needed to strategies, programs, and/or
activities based on the coalition’s review and discussion of evaluation information or enhanced/decreased capacity.
2017 Comprehensive Full Update of Strategic Plan
By June 15, 2017, coalitions will need to submit a new fully updated Strategic Plan. Coalitions will need to review and
update each section of their existing Plan using the guidance provided by DBHR. This comprehensive update should be
based on the coalition’s review and discussion of progress, coalition functioning, renewed assessment, evaluation, and
enhanced/decreased capacity. It is expected that the Strategic Plan will include information about achievements toward
original goals and objectives and updates based on the progress to date toward those goals and objectives. See
Appendix 4 for sample planning steps.
2019 Update of Strategic Plan
By June 15, 2019, coalitions will need to submit an update of their Strategic Plan. This update should include changes to
goals, objectives, strategies, programs, and/or activities based on the coalition’s review and discussion of evaluation
information, new assessment information, or enhanced/decreased capacity. Coalitions will need to do an update to
their needs and resources assessment based on new HYS and other assessment data available. Coalitions will need to
determine what other updates/revisions are needed in each section of their Plan to reflect changes made to coalition
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functioning, goals, objectives, strategies, programs, and/or activities. Coalitions are not expected to re-write their Plans
at this time. They are simply to review new information and update the Plan as needed.
Timeline for Strategic Plan Due Dates
Action Plan and Budget is required to be updated annually by June 15th. (see Appendix 11: Pages 59-61)
Comprehensive Update of Strategic Plan is due June 15, 2017.
2019 Update of Strategic Plan is due June 15, 2019.
Coalitions joining CPWI after July 1, 2015 will work with DBHR on a case-by-case basis for a timeline to follow.
Writing the Coalition’s Strategic Plan:
Each section of the Plan should present a clear picture of:
1. The coalition’s process for completing the step. (For example: the coalition formed a workgroup, which
met weekly to review data presented in the data book and additional locally gathered data…)
2. The results of the work. (For example: the Data Workgroup found that the following three intervening
variables are most present in our community…)
3. The plan for the future based on the results of the work. (For example: the coalition reviewed the
workgroup’s recommendations and decided to prioritize two of the three identified intervening variables.
The coalition then developed strategies to address these behavioral health problems…)
Each section should be developed based on the information presented in the previous section and provide a logical link
to the next section. (For example, the data highlighted as priorities in the assessment should be the data that is used to
write the goals and objectives.) Similarly each strategy the coalition chooses should be directly linked to the goal and
objective that the strategy is aimed at achieving.
The sections in this chapter of the Guide provide detailed requirements for each section of the coalition’s Plan. The
Strategic Plan must include the following sections:
I. Executive Summary
II. Strategic Plan
A. Organizational Development (Getting Started)
B. Capacity Building
C. Assessment
D. Plan for Action
E. Implementation
F. Reporting and Evaluation
III. Appendix
1. Logic Model
2. List of Coalition Members
3. Needs Assessment
4. Community Survey Results
5. Resources Assessment
6. Action Plan
IV. Attachment
1. Budget
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Steps for the Coalition in Developing the Plan
Below is a suggested sequence and steps for the coalition in developing a NEW Plan. See page 49 for a suggested
timeline overview.
Step 1. Start early! The #1 suggestion from Cohort 1 participants was, “Start earlier!” Develop a timeline for
drafting, reviewing, and revising the coalition’s Plan. We suggest that as each step of the planning
framework is completed, that section should be written. Developing and writing a good Strategic Plan will
take, at minimum, six months. Work with your Prevention System Manager to establish a drafting
schedule. Allow enough time to draft sections, submit them to the coalition for review, and incorporate
multiple revisions as the coalition’s Plan is being developed. Do not wait until March to start drafting the
coalition’s Plan that is due in June.
Step 2. Review this Strategic Plan Requirements chapter. In the main body of the chapter are descriptions of the
content required for the Strategic Plan. The appendices provide other helpful information. Note: In
addition to this guide, you will need to access the templates listed in the appendix. Templates are
provided as separate editable documents so that you can use them for inclusion in the coalition’s Plan.
Templates can be found at www.theAthenaForum.org. (See page 4 for instructions.)
Step 3. Get the coalition organized (Getting Started and Capacity Building).
Step 4. Document key decisions about how the coalition is organized; utilize decision making model throughout
strategic planning process and anytime the coalition needs to make decisions (Capacity Building).
Step 5. Begin building the coalition’s Cultural Competency and Sustainability. Cultural Competency and
Sustainability are included in each section and are an essential part of the process; therefore, it is
important to start discussing and developing these from the beginning.
Step 6. The coalition completes the Needs and Resource Assessments (Assessment).
Step 7. Begin writing summary reports from each of the Assessments.
Step 8. Write a first draft of the Plan with Introduction, Getting Started, Capacity, Assessments, Sustainability and
Cultural Competency sections. Develop and fill in the first four columns of the coalition’s Logic Model. We
encourage the coalition to establish a writing team and designate a lead writer. It is important that the
writing and reviewing is not completed by only one person or in isolation from the coalition.
Step 9. The coalition reviews the first draft of Plan that includes Introduction, Getting Started, Capacity,
Assessments, Sustainability, and Cultural Competency sections.
Step 10. Send first draft of the Plan to your Prevention System Manager for feedback and guidance.
Step 11. Revise the draft based on feedback from your coalition and Prevention System Manager.
Step 12. The coalition develops strategies, activities, and action steps for implementation (Planning and
Implementation).
Step 13. Write the coalition’s Plan for Action and Implementation sections of the Plan. Update the coalition’s Logic
Model to include new information from these sections. Develop and fill in the coalition’s Action Plan.
Step 14. The coalition reviews the revised draft of the Strategic Plan which now includes Planning and
Implementation sections.
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Step 15. Send updated draft of the Plan to your Prevention System Manager for feedback and guidance.
Step 16. Revise the updated draft based on feedback from your coalition and Prevention System Manager.
Step 17. The coalition develops an evaluation plan.
Step 18. Write the Evaluation section, finish the Logic Model, finish the Action Plan and write the Executive
Summary of the Strategic Plan.
Step 19. The coalition reviews revised draft of Strategic Plan which should now include all sections.
Step 20. Send updated draft of the Plan to your Prevention System Manager for feedback and guidance.
Step 21. Make final revisions based on feedback from your coalition and Prevention System Manager.
Step 22. Coalition reviews the final draft for final approval.
Step 23. Submit final Plan to DBHR for review. The Plan must be submitted electronically via email to your
Prevention System Manager. The Plan should be accompanied by a cover letter signed by the coalition
chair.
Step 24. Once approved, disseminate Plan to coalition, partners, and community.
Step 25. Celebrate!
Review Process
The coalition submits the final Strategic Plan to DBHR for review and approval. DBHR will review each section of the
Plan for clear and complete responses to each of the required items in each section listed in this Strategic Plan
Requirements chapter. Your Prevention System Manager will provide feedback and discuss revisions needed. Please
note, in an effort to have complete and working plans, multiple revisions may be required. Once all revisions have been
submitted, reviewed, and approved, the coalition will receive approval for the Strategic Plan.
Resources for Writing Strategic Plan
DBHR has created the following documents which contain the templates referenced throughout this chapter for your
use:
Strategic Plan Template (Microsoft Word) - includes formatted document outline with section headings, List of
Coalition Members table, Community Survey Results, and Action Plan.
Coalition Budget (Microsoft Excel) – includes instructions and budget template.
Logic Model (Microsoft PowerPoint) – includes template and sample.
Suggested Timeline to Prepare and Write Coalition Strategic Plan (Microsoft Excel) – includes template of
timeline.
These templates as well as this Plan Guide can be found at www.theAthenaForum.org (from the homepage click on
“CPWI Guides”).
Many other helpful resources can also be found at www.theAthenaForum.org. We encourage you to review the
information available in the CPWI Training section found under the “training tab” link from the top menu
(www.theathenaforum.org/training/cpwi_trainings). We have developed resources to guide you through the steps and
provide samples for coalition discussions and workgroups.
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EXECUTIVE SUMMARY/INTRODUCTION
For the coalition’s Strategic Plan the following is required:
Overview of Plan
The executive summary provides readers with a brief description of the community, the coalition, and the underlying
rationale or model for the coalition’s approach, as well as highlights of the most pertinent parts of the coalition’s Plan.
It is recommended that an executive summary is composed once the full narrative of the Strategic Plan is complete in
order to simplify the details of the summary.
Be sure to include the following:
Introductory paragraph that describes the coalition.
Mission.
Geographic area to be served (definition of community).
Brief explanation of priorities identified.
Brief description of the strategies and activities.
Plan to implement and evaluate the strategies and activities.
Provide a brief paragraph of what is included in this document.
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ORGANIZATIONAL DEVELOPMENT (GETTING STARTED)
For the coalition’s Strategic Plan the following is required:
Mission Statement and Key Values
Provide the coalition’s mission statement.
Briefly describe the risk and protective factor research framework and any other research frameworks which
support the coalition’s goals.
Briefly describe the CPWI Planning Framework (SPF), which supports the coalition’s planning process.
Coalition Structure and Organization
Explain the coalition’s organizational structure and how it supports coalition members as they accomplish the
work of the coalition, including workgroups, subcommittees, and fiscal agency relationships.
Describe the coalition’s decision-making processes including financial decisions.
Describe the procedures in place to ensure effective communication and coordination among coalition
members, workgroups, staff, and administration.
Describe the procedures in place to ensure effective communication and coordination among partners, the
media, policymakers, and others.
Include an organizational chart illustrating the relationship between the coalition, workgroups, fiscal agent, and
staff. In the organizational chart, identify the individuals associated with the coalition’s leadership, workgroups,
and subcommittees.
Membership Recruitment and Retention
Explain the “rules” for membership, including who is considered a member, what constitutes membership, who
gets to vote, and (if applicable) bylaws related to membership.
Describe the coalition strategies for maintaining involvement and how the coalition will monitor membership
participation and involvement in meetings, strategies, and activities.
Describe the coalition’s plan for ensuring participation of at least 8 of the 12 required community sectors
identified in the Key Objectives, see page 11.
Explain how the coalition includes the Prevention-Intervention Specialist (P/I) in the coalition.
Explain how the coalition will ensure participation of grassroots/non-fiduciary/volunteer citizens (people who
are not there in relation to their job) in the coalition.
Explain how the coalition will recruit and provide orientation for new members, partners, agencies, and
stakeholders to support the coalition’s efforts.
Include a list of Coalition Members in the appendix of the Plan using the template provided in Appendix 9: page
58, of this Guide.
Cultural Competency in Organizational Development
Describe the demographic diversity of the community the coalition serves.
Describe the norms, values, beliefs, practices, socioeconomic characteristics, risk and resiliency factors, cultural
considerations, unique or special needs of your community.
Explain the coalition’s understanding of what it means to be a culturally competent coalition.
Explain how the coalition will ensure cultural competency in your efforts.
Describe the strategies the coalition uses to recruit and retain membership that significantly involves groups of
individuals representative of your community and how decisions are made about strategies and activities that
include individuals representative of your community.
Sustainability in Organizational Development
Describe the coalition’s policies and procedures that support the coalition efforts for the long-term.
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CAPACITY BUILDING
For the coalition’s Strategic Plan the following is required:
Outreach
Describe how the coalition shares goals with other substance abuse prevention programs or established alcohol
and drug related policies in the community. Include how the coalition supports and makes use of collaboration
and linkages with these other efforts (Public Health, DFC grantees, Community Networks, etc.). Include
information on agency/coalition involvement with the community’s other local substance abuse prevention
coalition(s) if such an entity exists.
Describe the coalition’s plans for seeking input from and involving the community in coalition efforts and
initiatives.
Explain how the coalition will involve Key Leaders who are not coalition members in planning and
implementation.
Training/Technical Assistance (TA)
For each of the following, coalition staff, coalition members, and the community identify:
o The training/TA completed to date related to the coalition’s Plan.
o Future training/TA planned.
o How the coalition will determine the need for future trainings.
o Plan for Community Coalition Coordinator to obtain CPP within required timeframe, if applicable.
o Training plan for new hire Community Coalition Coordinator, if applicable.
Cultural Competency in Capacity Building
Describe the strategies and tools that the coalition will use to ensure that the outreach efforts to gain
community-wide input into decision making are inclusive of all populations receiving services.
o Include what is currently needed in your community to develop partnerships with under-served
populations in order to inform decision making and how the coalition will address those needs,
o Include how the coalition promotes Culturally and Linguistically Appropriate Services and health equity
through policy, practices and allocated resources.
Based on current level of cultural competence, describe the specific aspects/focus of Cultural Competency
training or technical assistance that the coalition staff and members will participate in and/or conduct to ensure
culturally and linguistically appropriate policies and practices on an ongoing basis.
Identify what coalition organizational policies are in place or needed to recruit, promote and support a culturally
and linguistically diverse coalition membership that is responsive to the population in the service area
(community). See The National CLAS Standards for more information.
Sustainability in Capacity Building
Explain how the coalition will involve the key leaders and community members in promoting and continuing
coalition efforts.
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ASSESSMENT
Note: CPWI is a community and state partnership and therefore, the coalition’s Assessment includes information from
the state assessment and the local assessment. The DBHR’s priority is underage drinking, based on multiple and ongoing
state-level needs assessments and alignment with the State Inter-agency Prevention Strategic Plan. For CPWI,
consequence data and socio-demographic factors that are empirically related to the state’s priority of underage drinking
were incorporated to develop the long-term consequences, behavioral health problems, and intervening variables.
These indicators were identified based on data quality, availability of data, and input from stakeholders as to relevance
and interpretability. From these, a composite score was calculated. All of the school districts in each county were ranked
according to level of risk based on the composite score. Selection of each community/school district is based on the
highest need areas. The coalition should determine their priorities (behavioral health problems, intervening variables,
and contributing factors) based on local assessment in congruence with the state’s priorities.
For the coalition’s Strategic Plan the following is required:
Needs Assessment
Process:
Provide a summary of the process used for collecting, compiling, and reviewing data including:
o Describe who (coalition/workgroup) was involved in this review process, how they were involved,
and how they were trained to do the work.
o Describe what data was used in your Assessment and how it was collected and compiled. (For
example, the epidemiological data, local community data, community survey and/or other
information.)
Summary of Key Data:
Provide a summary of the results of the coalition’s review of the data including:
o Provide a brief summary of key data (prevalence, trends, and contributing factors) from the Data
Book, Community Survey, and other local sources that led to the coalition’s priorities. Include charts
and graphs of most important data to highlight in this section of the Plan.
o Describe what helped the coalition understand the data and how the data was interpreted. (For
example: reason for a ‘spike’ in data, change in the way data is reported into a system, focus
groups, key informant interviews, etc.)
Include detailed related data and Community Survey Results in the Appendix section of the Plan. Note: It is not
necessary to include all data provided in the Data Book, just the pieces of data that the coalition used to
determine priorities.
Needs Assessment Conclusions:
Briefly describe the overall process used to determine/identify the coalition’s conclusions and priorities. (i.e.,
what does the coalition care about and why? How did you decide this?) For example: prevalence rate, trends,
economic impact, social impact, health disparities based on demographics, etc.)
Explain how the identified priority long-term consequences impact your local community. If additional
consequences are added, provide the specific data and other information that supports your choice for this
priority.
Explain how the identified priority behavioral health problems impact your local community. If additional
behavioral health problems are added, provide the specific data and other information that supports your
choice for this priority.
Identify the coalition’s prioritized intervening variables/risk and protective factors for each category (box) and
provide the specific data and other information that supports your choice. The coalition must select at least one
variable from the options provided per box. The coalition may add intervening variables.
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Identify the coalition’s prioritized contributing factors and provide data and other information that supports
your choice for these priorities. Based on the intervening variables and community survey results, the coalition
will determine the local conditions and contributing factors.
Note: Logic Model
The Needs Assessment section identifies the information to complete the first four columns of the coalition’s Logic
Model: red – consequences; purple – behavioral health problems; blue – intervening variables; orange – contributing
factors. Update the Logic Model to include the Assessment information using the instructions and template provided in
beginning on page 54, of this Guide and posted on The Athena Forum for download.
Resources Assessment
Process:
Provide a summary of the process used for collecting, compiling, and reviewing community resources (programs,
policies, strategies, or initiatives) focused on the coalition’s priority behavioral health problems and intervening
variables including:
o Describe who (coalition/workgroup) was involved in this review process and how they were
involved.
o Describe what information was collected, how it was compiled, and the criteria used to review the
available local resources. (For example, service location, age of participants, costs, etc.)
Summary of Key Information:
Provide a summary of the results of the coalition’s review of the resources information including:
o What are the significant community partnerships in-place or that need to be developed to support
the coalition’s priorities and efforts?
o An overview of resources identified in your community that impact your prioritized intervening
variables and/or contributing factors. Include the detailed information collected in the Appendix
section of the Plan.
o An overview of the gaps identified that demonstrate areas to focus substance abuse efforts (for
example, not enough classes provided to meet outcome; lack of fidelity of programs being
implemented to address a specific local condition; lack of services being provided for a local
condition).
Resources Assessment Conclusions:
Describe the coalition’s conclusions based on the key information and briefly how these conclusions connect to
the strategies described in the next section. (For example, “After reviewing information collected from our needs
and resources assessment we determined that we have significant and effective resources available for children
ages 5-12 to address youth that think they would be ‘viewed as cool if they drink’; however there are limited
programs for youth ages 13-15, so we have decided that we need an evidence-based school curriculum at
SuperStar Middle School…”.)
Cultural Competency in Assessment
Describe how the coalition ensures that membership and decision makers include diverse and underserved
populations in order to best inform policy and programmatic decisions for participant recruitment and
retention.
Sustainability in Assessment
Describe the coalition’s process for involvement and collaboration that was initiated through the assessment
process that resulted in opportunities to strengthen or build partnerships for the future.
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PLAN
For the coalition’s Strategic Plan the following is required:
Process for Planning
Provide a summary of how the coalition completed the entire planning process (i.e., who did what, when).
Explain the process (who/how) for determining the coalition’s goals, objectives, and strategies including who
(coalition/workgroup) was involved and in what ways they were involved.
Goals, Objectives and Strategies
Provide a summary of the goals, objectives and strategies chosen related to the priorities identified in your
Assessment.
Be sure to include the coalition meetings, sustainability, cultural competence, renewal of assessments, and
review of evaluation information as part of the coalition’s strategies and activities.
Note: A goal is a statement that explains what the community wishes to accomplish or change about the
intervening variable. It sets the direction for the intermediate-outcome (2-5 years) to be achieved. Provide
at least one objective for each goal. (For example, “Reduce family management problems.”)
Note: An objective should address the local condition and break down the goal into smaller parts that
provide specific, measurable actions through which the goal will be accomplished. Objectives define what
the coalition expects to achieve through the coalition’s efforts. Objectives are meant to set direction for the
short-term (6 months-2 years) outcomes with realistic targets. (For example, “Improve family management
skills in at least half of the middle school parents attending the classes.”)
Note: It might be helpful to use the PBPS Objective module to help you write out your objective related to
your goal to include in this section.
Action Plan
Provide a summary of programs and activities planned.
Describe the amount of service being provided in relationship to the intended impact and available resources. If
adequate resources are not available, describe what the coalition will do to seek additional resources.
Complete and include in the Appendix to the Plan, the Action Plan using the instructions and template provided
in Appendix 11: - beginning on page 59, of this Guide.
Once approved with the Strategic Plan, the Action Plan is very important and is used to reconcile the programs
that the County/Contractor enters into the Performance-Based Prevention System (PBPS) for Contract
implementation.
Cultural Competency in Plan
Describe how the coalition ensures that membership and decision makers include diverse and under-served
populations in order to best inform policy and programmatic decisions for participant recruitment and
retention.”
Briefly describe how the coalition’s Plan addresses behavioral health disparities and the following:
Demographics – race, ethnicity, religion, gender, age, geography, and socioeconomic status; Language and
literacy; Sexual identity – sexual orientation and gender identity; disability; and the needs of veterans and
military families, if applicable.
Sustainability in Plan
Describe how the coalition will use the Strategic Plan, specifically goals; objectives; and review of strategies, in
ongoing discussions to guide the work and efforts of the coalition.
Note: Logic Model The Planning section identifies the information that allows you to complete the fifth column of the
coalition’s Logic Model: green - Strategies & Local Implementation.
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IMPLEMENTATION
For the coalition’s Strategic Plan the following is required:
Structural Support for Implementation
Describe the key structures needed to support implementation of this Plan’s strategies, programs, and activities
including, the coalition’s role, what will help the coalition succeed, and what needs to be in place for that to
happen (i.e., training, partnerships, communication, data systems, reporting systems).
Provide a summary of how the activities/programs operate and identify features critical to implementation.
Describe the role of coalition staff, members, volunteers, and partnering agencies in implementing the
coalition’s plan as described in the previous section.
Explain the coalition’s process for recruiting and confirming the partnerships needed to carry out these
strategies and activities/programs.
Explain how the coalition will actively engage media in the coalition’s efforts.
Budget
Provide a brief narrative summary of the resources allocated including DBHR funding and any other funding or
in-kind resources that will support the coalition’s implementation plan as described in the previous sections
(Planning and Implementation). We encourage the coalition to think about the coalition’s Plan as a document
that encompasses all of the coalition work; however, the coalition is only required to submit a Plan for CPWI.
Indicate if this is an overall coalition budget with all funding sources noted or if it only includes DBHR funding.
Attach the coalition’s budget detail using the template provided in Appendix 12: page 61, of this Guide. Note:
The budget detail should be submitted as a separate excel document with your Plan and does not need to be
included in the required Appendix of the Plan.
Cultural Competency in Implementation
Explain how the coalition will ensure initiatives, activities, and programs will appropriately meet the cultural
needs of the diverse residents of the community.
Sustainability in Implementation
Describe what needs to be sustained and what human, material, and social resources are required to support
those needs. This should include (but not limited to) funding, staffing, physical space, and use of office supplies
that are available to the coalition and how the coalition plans to maximize resources available.
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REPORTING AND EVALUATION
For the coalition’s Strategic Plan the following is required:
Expected Outcomes (Baseline and Target Data)
Describe the coalition’s intended long-term outcomes(impacts/changes) expected for goals and objectives and
how those outcomes relate to the coalition’s Plan including the prioritized intervening variables, local
conditions, and strategies. (I.e., What will be different in your community in four years as a result of the
coalition’s efforts? Why does the coalition believe this will work?)
Process and Outcome Measures – For each strategy/program/activity, provide the process and outcome
measures that are being tracked to ensure that the coalition is having an impact and reaching the intended
priority audience. (See optional table below.)
Process Measure: Did the coalition implement as planned? Did you achieve what you set out to do and
was it effective?
Tools/ Instrument: Data collection sheets: How were the program strategies delivered? What were the
efforts to impact/reach your goal? Who delivers the program? How often? To what extent was the
program implemented as planned? How is the program received by the target group and program
staff? What are barriers to program delivery?
Outcome Measure: What was the result of the program on the participant?
Tools/ Instruments: Surveys or interviews that assess the impact/reach on the goal.
Tools/Instruments used to collect information - for the strategy/program/activity, provide the tools/instruments
the coalition will use to collect information on the process and outcome measures?
Sample Table
Measures Tool/Instrument
Process Measures:
Participation
Strategy Implementation
Community/ Public Awareness
Program data collection sheets: # families enrolled
PBPS reported: Number of groups offered;
School District numbers compared to participant
registration: % of families enrolled in program for
school district:
Program data collection sheets- data entered into PBPS:
# participants completed per group
PBPS reported single services: # events where
information disseminated;
# media postings; and
# newsletters sent to parents
Outcome Measures:
Improved family management skills Pre/post program evaluation scores: Percentage of
caregivers in program with improved on family
management skills.
(Adapted examples from iom.edu and https://captus.samhsa.gov/access-resources/using-process-evaluation-
monitor-program-implementation)
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Plan for Tracking and Reviewing Evaluation Information
Use of Evaluation information
Describe how evaluation information will be shared and used by the coalition including the following:
o What evaluation information will be shared within the coalition?
o How often will the coalition be updated on strategies/activities progress toward outcomes, and what is the
process that will be used to approve revisions if needed?
o How will it be used by the coalition to update and improve the overall Plan?
o Describe how evaluation information will be shared with the community and key leaders including the
following:
Who What Why How
Who will want to know
about the coalition’s
evaluations results?
What will they want to know
about the coalition’s
evaluation?
What will the coalition
want them to know
about the evaluation
results?
How will the coalition
provide them with this
information?
For example: coalition,
city council, and/or
DBHR.
For example: updated data
on long-term outcomes,
process information on
programs, etc.
For example: for
funding, support,
and/or membership.
For example: PBPS
coalition survey report to
be discussed with coalition
at November meeting.
PBPS
Provide a summary of how the coalition will ensure proper reporting to DBHR including the method that will be
used for collecting information and how often the coalition will collect it.
Describe how the coalition is ensuring strong implementation so that the coalition will meet performance-based
contracting requirements based on the program(s) chosen.
Local evaluation (optional)
Include anything else that the coalition plans to do beyond what is required by DBHR for evaluation.
Cultural Competency in Reporting and Evaluation
It is expected that all tasks associated with CPWI are conducted in a culturally competent manner.
Explain the considerations the coalition has made in preparing the evaluation plan, including survey content and
methods for conducting surveys that reflect sensitivity to and linguistic needs of diverse community members in
understanding and responding to surveys.
Sustainability in Reporting and Evaluation
It is expected that all tasks associated with CPWI include sustainability planning and implementation.
Describe what relationships the coalition has developed that will ensure access to needed assessment and
evaluation data (i.e., HYS, pre/post-test, Coalition Assessment Tool, Community Survey, etc.).
Explain what policies and procedures are in place to ensure ongoing evaluation efforts.
Note: Logic Model
The Reporting and Evaluation section identifies the information that allows you to complete the fifth column of the
coalition’s Logic Model: gray - Evaluation Plan. Update the Logic Model to include the Reporting and Evaluation
information using the instructions and template provided in beginning on page 54, of this Guide.
46
Section Contents
Appendix 1: SAMPLE County Risk Profile ................................................................................................................................. 47
Appendix 2: SAMPLE Community Selection Packet .................................................................................................................. 48
Appendix 3: SAMPLE Timeline for Writing a New Strategic Plan .............................................................................................. 49
Appendix 4: SAMPLE Timeline Comprehensive Strategic Plan Update 2017 ............................................................................ 50
Appendix 5: Strategic Plan Outline TEMPLATE ......................................................................................................................... 51
Appendix 6: Cover Letter SAMPLE ............................................................................................................................................ 52
Appendix 7: SAMPLE Data Book ............................................................................................................................................... 53
Appendix 8: Logic Model .......................................................................................................................................................... 54
Appendix 9: List of Coalition Members TEMPLATE ................................................................................................................... 57
Appendix 10: Community Survey Results ................................................................................................................................... 58
Appendix 11: Action Plan ........................................................................................................................................................... 59
Appendix 12: Budget TEMPLATE ................................................................................................................................................ 61
Appendix 13: Plan-on-a-Page TEMPLATE.................................................................................................................................... 62
Appendix 14: Plan-on-a-Page SAMPLE ....................................................................................................................................... 63
Appendix 15: New/Media Release TEMPLATE ........................................................................................................................... 64
Appendix 16: Community Profile Brochure TEMPLATE ............................................................................................................... 65
Appendix 17: PBPS Coalition Program Entry Instructions ........................................................................................................... 66
Appendix 18: Community Coalition Coordinator Hours Reported in PBPS ................................................................................. 68
Appendix 19: CPWI Coalition Coordinator New Hire Qualifications Checklist ............................................................................. 70
Appendix 20: Community Survey Requirements for CPWI Communities ................................................................................... 71
Appendix 21: Commonly Used Prevention Resources ................................................................................................................ 73
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 47
Appendix 1: SAMPLE County Risk Profile
The picture below is for reference only. The County Risk Profiles are developed by DBHR and sent to counties to use
when selecting CPWI community. Risk Profile Summaries can be found at www.theAthenaForum.org. (See page 4 for
download instructions.)
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
48 Appendix
Appendix 2: SAMPLE Community Selection Packet
The pictures below are for reference only. The Community Selection Packets are customized by DBHR and sent to the
County/Contractors.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 49
Appendix 3: SAMPLE Timeline for Writing a New Strategic Plan
The chart below is for reference and is not required to be submitted with the Plan. Each coalition should work directly
with their DBHR Prevention System Manager to establish your timeline. A Microsoft Excel template - has been prepared
for your use and can be found at www.TheAthenaForum.org.
Suggested Timeline to Prepare and Write Coalition Strategic Plan
Steps Ju
l
Au
g
Se
p
Oc
t
No
v
De
c
Ja
n
Fe
b
Ma
r
Ap
r
Ma
y
Step 1 Develop a timeline for drafting, reviewing, and revising the
coalition’s Plan. x
Step 2 Review this Guide, chapter 4. x
Step 3 Get the coalition organized (Getting Started and Capacity
Building). x x x
Step 4 Document key decisions about how the coalition is organized. x x x x x x x
Step 5 Building the coalition’s Cultural Competency and Sustainability. x x x x x x x
Step 6 The coalition completes the Needs and Resource Assessments
(Assessment). x x x
Step 7 Begin writing summary reports from each of the Assessments. x x
Step 8 Write a first draft of the Plan. x x
Step 9 The coalition reviews the first draft of Plan. x
Step 10 Send a draft of the Plan to your Prevention System Manager. x
Step 11 Revise Plan based on the feedback. x
Step 12 The coalition develops strategies, activities and timelines for
implementation (Planning). x x
Step 13 Write the coalition’s Plan for Action and Implementation
sections of the Plan. x x
Step 14 The coalition reviews the revised draft of the Strategic Plan. x
Step 15 Send a draft of the Plan to your Prevention System Manager. x
Step 16 Revise Plan based on the feedback. x
Step 17 The coalition develops an evaluation plan. x
Step 18 Write the Evaluation section, and Executive Summary of the
coalition’s Strategic Plan. x
Step 19 The coalition reviews revised draft of Strategic Plan. x
Step 20 Send a draft of the Plan to your Prevention System Manager. x
Step 21 Make final revisions to the Plan based on feedback. x
Step 22 Get coalition approval of final Plan. x
Step 23 Submit Plan to DBHR for review. (By determined date)
Step 24 Once approved, publicize Plan to coalition, partners, and
community. x
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
50 Appendix
Appendix 4: SAMPLE Timeline Comprehensive Strategic Plan Update 2017
The chart below is for reference and is not required to be submitted with the Plan. Each coalition should work directly
with their Prevention System Manager to establish your timeline. A Microsoft Word template - has been prepared for
your use and can be found at www.theathenaforum.org/sample_timeline_comprehensive_strategic_plan_update_2017
Suggested Timeline to Complete Comprehensive Strategic Plan Update for June 15, 2017
Steps Ju
l
y
20
1
6
Au
g
Se
p
Oc
t
No
v
De
c
Ja
n
Fe
b
Ma
r
Ap
r
Ma
y
Ju
n
e
Step 1 Develop a timeline for drafting, reviewing, and revising
the coalition’s Strategic Plan.
Step 2 Review this Guide, chapter 4.
Step 3 Review Organizational Development of coalition
(Getting Started and Capacity Building). x x x
Step 4 Review and document how the coalition is organized
and functions and any updates or key changes decided
upon. x x
Step 5 Review the coalition’s Cultural Competency and
Sustainability in each section. Document updates.
x x
Step 6 The coalition completes the Needs and Resource
Assessments (Assessment).
Step 7 Begin writing summary reports from each of the
Assessments. x
Step 8 Add updates and changes from Assessment to draft of
the Updated Strategic Plan.
x
Step 9 The coalition reviews the first draft of Updated
Strategic Plan.
x
Step 12 The coalition reviews strategies, activities and timelines
for implementation. Review and discuss program
effectiveness - process and outcome measures.
(Planning).
Step 13 Update the Plan and Implementation sections of the
coalition’s Strategic Plan. (Including logic model, Action
Plan and Budget.)
x
Step 17 Review coalition’s evaluation plan and make necessary
revisions.
Step 18 Update the Executive Summary.
Step 19 The coalition reviews draft of Updated Strategic Plan.
Step 20 Send a draft of the Updated Strategic Plan and all
attachments to DBHR Prevention System Manager.
Step 21 Make final revisions to the Updated Strategic Plan
based on feedback.
Step 22 Get coalition approval of final Updated Strategic Plan.
Step 23 Submit Updated Strategic Plan to DBHR by June 15 for
review.
Step 24 Once approved, publicize Plan to coalition, partners,
and community. Celebrate!
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 51
Appendix 5: Strategic Plan Outline TEMPLATE
The information on the following page is for reference. A Microsoft Word template has been prepared for your use and
can be found at www.theAthenaForum.org. (See page 4 for download instructions.)
Executive Summary/Introduction
Organizational Development (Getting Started)
Mission Statement and Key Values
Coalition Structure and Organization
Membership Recruitment and Retention
Cultural Competency in Organizational
Development
Sustainability in Organizational Development
Capacity Building
Outreach
Training/Technical Assistance (TA)
Cultural Competency in Capacity Building
Sustainability in Capacity Building
Assessment
Needs Assessment
Process
Summary of Key Data
Needs Assessment Conclusions
Resources Assessment
Process
Summary of Key Information
Resources Assessment Conclusions
Cultural Competency in Assessment
Sustainability in Assessment
Plan
Process for Planning
Goals, Objectives and Strategies
Action Plan
Cultural Competency in Plan
Sustainability in Plan
Implementation
Structural Support for Implementation
Budget
Cultural Competency in Implementation
Sustainability in Implementation
Reporting and Evaluation
Expected Outcomes (Baseline and Target Data)
Plan for Tracking and Reviewing Evaluation
Information
Use of Evaluation Information
PBPS
Local Evaluation
Cultural Competency in Reporting and
Evaluation
Sustainability in Reporting and Evaluation
Appendix to Coalition Strategic Plan
Appendix 1. Logic Model
Appendix 2. List of Coalition Members
Appendix 3. Needs Assessment
Appendix 4. Community Survey Results
Appendix 5. Resources Assessment
Appendix 6. Action Plan
Attachment 1: Budget
52
Appendix 6: Cover Letter SAMPLE
[Coalition letterhead]
[Date]
[Name], Prevention System Manager
Address block
Dear [name]:
On behalf of all of the partner agencies and organizations of the [coalition name], I am pleased to submit the [name of
plan] to the Division of Behavioral Health and Recovery. Our coalition is excited to move forward on our [strategies of….]
to address substance abuse prevention in our community.
If you have any questions, please contact me at [phone], or by e-mail at [email] or our Community Coalition Coordinator,
[name] at [phone], or by email at [email].
We appreciate your consideration.
Sincerely,
[Name]
Coalition Chair
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 53
Appendix 7: SAMPLE Data Book
The picture of the cover of a Data Book below is for reference only. The Community Data Books are developed by DBHR
and sent directly to communities.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
54 Appendix
Appendix 8: Logic Model
Note: CPWI is a community and state partnership and therefore, the coalition’s Assessment includes information from
the state assessment and the local assessment. The CPWI Logic Model is based on the state priority of reducing
underage drinking. The long-term consequences, behavioral health problems, and intervening variables were
established through the state assessment and selection of each community is based on the highest need areas. The
coalition should determine priorities based on local assessment in congruence with the state priorities.
Completing the Coalition’s Logic Model:
Part 1. Assessment: (Columns 1-4 are completed as part of the coalition’s Assessment.)
Column 1. Long-Term Consequences: The coalition must include the long-term consequences identified in the
Logic Model. Based on the Assessment, the coalition will need to determine if any additional long-
term consequences need to be added to the logic model. If needed, enter Long-Term
Consequences into the boxes in the red column.
Column 2. Behavioral Health Problems: The coalition must include the Behavioral Health Problems identified
in the Logic Model. Based on the Assessment, the coalition will need to determine if any additional
behavioral health problems need to be added to the logic model. If needed, enter Behavioral
Health Problems into the boxes in the purple column.
Column 3. Intervening Variables: The coalition must select at least one variable from the options provided.
Based on the Assessment, the coalition will need to select the intervening variables that are most
relevant locally from the options provided within each box. Enter intervening variables into the
boxes in the blue column. The coalition may add intervening variables.
Column 4. Local Conditions and Contributing Factors: Based on the intervening variables and community
survey results, the coalition will determine the local conditions and contributing factors. Enter local
conditions and contributing factors into the boxes in the orange column connected to the
appropriate intervening variables. You may add additional boxes if needed.
Part 2. Plan: (Column 5 is completed as part of the coalition’s Plan.)
Column 5. Strategies and Local Implementation Activities: The coalition will develop strategies and local
implementation activities/programs to address the local conditions. Enter strategies and local
implementation activities into the boxes provided in the green column. The coalition should
include a minimum of one activity for each strategy area (box) listed. You may add additional
boxes if needed.
Part 3. Reporting and Evaluation: (Column 6 is completed as part of the coalition’s Reporting and Evaluation.)
Column 6. Reporting and Evaluation: The coalition decides the Reporting and Evaluation methods and tools
that will be used for tracking outcomes for each strategy. Enter the method and tools to be used
into the boxes in the gray column connected to each strategy/activity.
The pictures on the following pages are for reference. A Microsoft PowerPoint template has been prepared for your use
and can be found at www.theAthenaForum.org. (See page 4 for download instructions.)
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 55
The required Logic Model Template is available at www.theathenaforum.org/cpwi_logic_model_template_august_2015
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
56 Appendix
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 57
Appendix 9: List of Coalition Members TEMPLATE
The information on this page is for reference. A Microsoft Word template has been prepared for your use and can be
found at www.theathenaforum.org/list_of_coalition_members_template.
Sector Agency/Organization Coalition Representative
Name
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 58
Appendix 10: Community Survey Results
Include a copy of the Community Survey Results in the Attachments of the Plan using report provided by DBHR. The
coalition will receive this report following the administration of the community survey.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 59
Appendix 11: Action Plan
Completing the Coalition’s Action Plan:
Include an Action Plan in the appendix of the Plan using the template provided on the Athenaforum.org in CPWI Guides.
www.theathenaforum.org/2015_cpwi_strategic_plan_update_action_plan_template.
The Action Plan should provide details for each goal, objective and strategy on the following:
o Activity/Program – Name of activity/program.
o Funding Source – See legend for list
o Brief Description – Briefly state the main purpose of the activity.
o How – How many times will the program be provided this year?
o When – List the implementation months of the activity.
o Who – Who is this service for? How many people will be reached?
o Lead – List the Organization delivering program.
o Responsible Party(ies) – Who from the coalition is making sure this gets done?
Be sure to include, the coalition meetings, sustainability, cultural competence, renewal of assessments, and review of
evaluation information as part of the coalition’s strategies and activities.
Follow Evidence-based Practice requirement(s) in contract.
*Work with your Prevention System Manager if needed. Below is a picture for reference.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 60
Action Plan SAMPLE
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 61
Appendix 12: Budget TEMPLATE
The budget detail should be submitted as a separate excel document with your Plan and does not need to be included in
the required Appendix of the Plan. A Microsoft Excel template has been prepared for your use and can be found at
www.theathenaforum.org/revised_2015_budget_template_strategic_plan_update.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 62
Appendix 13: Plan-on-a-Page TEMPLATE
This is an optional template for your use in working with the coalition. It is intended to be a one-page summary of the
various decisions the coalition has made for the Plan. It can be a helpful to use as a communication piece for the
coalition and the broader community. The coalition may choose to use this as the Executive Summary. The
information on the following page is for reference. A Microsoft Word template has been prepared for your use and can
be found at www.theathenaforum.org/plan_on_a_page_template_cpwi_strategic_plan.
[Coalition Name & LOGO]
Summary Plan
Approved at Coalition Meeting on [DATE].
Wh
a
t
Mission: What is the coalition mission or vision statement?
Theory of Change: What research framework is the coalition using and how does that framework support
the coalition’s expected change in the community?
Strategies: What strategies will the coalition use? (E.g., environmental, direct services,
community organizing, etc.)
Operating Principles: What are key principles on which the coalition bases their decisions?
Ho
w
Programs/ Projects/
Activities:
What programs, projects and/or activities is the coalition doing?
Structure: What is the organizational structure of the coalition? (E.g., Full Coalition, Leadership
committee, ad-hoc committees, youth councils, etc.)
Operational
Functioning:
What are key operating functions? (i.e., How are decisions made? What are rules for
membership, etc.?)
Re
s
o
u
r
c
e
s
Funding: What major sources of funds does the coalition use?
Support: What non-monetary resources does the coalition have? (i.e., volunteers, staff,
training, partnerships, etc.)
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 63
Appendix 14: Plan-on-a-Page SAMPLE
This is a sample for your reference.
Happy People Coalition
Summary Plan
Approved at Coalition Meeting on March 15, 2016.
Wh
a
t
Mission: The Coalition is working to prevent youth violence and substance abuse by working in and
with communities to strengthen families and increase positive development.
Theory of
Change:
Use Risk and Protective Factor research framework to change community and family
outcomes, which will contribute to the reduction and prevention of youth violence and youth
substance abuse.
Prioritized following risk factors:
Community Disorganization and Community connectedness.
Social Access to Alcohol.
Alcohol law enforcement and youth perception.
School bonding, Social skills, and Friends who use.
Poor Family Management.
Favorable attitudes towards drug use and intentions to use.
And the protective factors of Bonding and Healthy Beliefs and Clear Standards.
Strategies: Community engagement/coalition development, Media Advocacy, and Service Collaboration;
and Parent and Youth Education.
Operating
Principles:
We believe in community involvement and inclusion in strategic planning and implementation.
Our coalition includes a wide variety of community members and youth, local non-profit
organizations, school representatives, law enforcement, service agencies, parents and faith-
based and business leaders.
Ho
w
Programs/
Projects/
Activities:
Coalition Meetings (Monthly meetings of full Coalition and Leadership Committee; ad-hoc
meetings as needed)
Media advocacy for improved enforcement, Law Enforcement Roundtable and Party
Patrol.
Student Assistance Program (Prevention-Intervention Specialist in middle school).
Guiding Good Choices Parenting Program.
Life Skills Training student program.
Structure: Local Community Coalition with Executive Leadership Committee and ad-hoc Planning
Workgroups and Youth Council.
Operational
Functioning:
Membership: voting members are to attend ¾ of the meetings annually. All partners and
supporters are encouraged to participate as available. Meetings are open to the public.
Meeting Protocol: Coalition uses Roberts Rules as general guidelines for facilitation of
meetings and works to build consensus whenever possible. Coalition votes on key decisions
regarding policy, fiscal and strategy decisions. Must have quorum to validate vote.
Re
s
o
u
r
c
e
s
Funding: Public and private sources.
Support: Coalition volunteers.
Staffing support (.5 FTE Coalition Coordinator and 1.0 FTE P-I Specialist)
County/ESD/DBHR technical assistance.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 64
Appendix 15: New/Media Release TEMPLATE
The purpose of this news release template is to announce the funding your community is receiving to prevent youth substance use,
and to encourage community members and leaders to get involved in your coalition’s plans and strategies.
Localize this template by adding a few sentences about your local data, planned strategies, prevention successes, and a quote.
The DBHR director’s quote must be used as is.
Keep your final news release to one page, or as concise as possible.
Email your news release to newspapers and TV and radio news reporters. You are more likely to get coverage if you follow up
with a phone call to offer additional information.
Please email a copy of your localized news release, and links to any news coverage, to your DBHR Prevention System Manager
and to debschnellman@dshs.wa.gov.
==========================================================================================================
Your organization’s logo
Date: date
Contact: name, phone number, email
(Community name) receives funding to reduce underage drinking
(Your City)- (Community name) has been selected to receive (amount of funding) to reduce youth alcohol
and other drug use, and create a healthier and safer community environment. The support includes funding
for training, technical assistance, and community and school-based prevention services.
(Community name) is one of (Insert UPDATED Number) communities statewide participating in a
Community Prevention & Wellness Initiative (CPWI), funded by the state Department of Social and Health
Services’ Division of Behavioral Health and Recovery (DBHR). CPWI supports new or existing coalitions in
partnering with parents, youth, educators, health professionals, law enforcement, faith leaders, and local
government. Coalitions will identify their highest prevention needs, plan and implement evidence-based
strategies, leverage local resources and evaluate the impact of selected programs.
“Our goal in redesigning and targeting our state prevention services is to leverage enough resources in
high-need communities to achieve greater reductions in substance abuse and the harm it causes,” said Chris
Imhoff, DBHR’s Director. “Community leaders are prepared to use these resources to help young people
make healthy choices and succeed,” added Imhoff.
CPWI’s primary goals are to reduce underage drinking among 8th and 10th graders, improve academic
performance, and reduce juvenile crime. Alcohol abuse injures and kills more young people than all other
drugs combined. The 2012 Washington State Healthy Youth Survey found that prevention efforts are
working to reduce teen drinking, however, more than 115,000 youth said they drank in past 30 days.
Because the teen brain is still developing, alcohol use during this time can permanently damage
learning and memory, and impairs judgment and impulse control. This puts teens at greater risk for serious
injuries and death.
“A number of factors were considered in selecting (name of community) for services”, said (county or
school spokesperson). “These included (list key risk factors) as well as successes in (provide examples).
These factors show that (community name) is ready to benefit from prevention services.
The (coalition name) will begin planning services on (date), and encourages community members to
join the coalition to help plan and support programs.
State and county data from the Washington State Healthy Youth Survey is available at
www.AskHYS.net. Information and tips for parents for preventing underage drinking can be found at
www.StartTalkingNow.org.
For information about joining the (coalition name) coalition, contact (name).
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 65
Appendix 16: Community Profile Brochure TEMPLATE
The pictures below are for reference. A Microsoft Word template has been prepared for you and sent to Coalition
Coordinator.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 66
Appendix 17: PBPS Coalition Program Entry Instructions
For accurate and consistent community coalition reporting in PBPS, please use the following guidance:
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 67
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 68
Appendix 18: Community Coalition Coordinator Hours Reported in PBPS
Enter estimated Coalition Coordinator hours monthly in the following categories:
Membership Recruitment and Retention: MR&R
Maintaining sector representation and recruitment of new members. Ensuring coalition membership is engaged
and active. Includes time spent recruiting new members, providing orientation for new individual members,
making new contacts, efforts retaining membership, and developing coalition materials- such as coalition
brochures, new releases, and new articles.
Coalition Communication/Meeting Preparation: CC/MP
Effective communication with coalition to ensure they are supported to accomplish their work. Includes time
spent organizing monthly calendar, preparing for coalition meetings and workgroup needs, sharing information
about opportunities and initiatives, and planning communication to and from coalition leadership.
Coalition Development and Training: CD&T
Capacity building to ensure the coalition has a clear understanding of PRI goals, PRI/Strategic Prevention
Framework planning model and coalition structure. Includes time spent planning and organizing Community
Coalition Orientation (CCO), relaying pertinent information to build coalitions’ knowledge about prevention
issues and frameworks, preparing all other training for the coalition, preparing and coordinating membership
participation in state-wide or national training opportunities. (Note: Actual time conducting training coalition
members as a group recorded in recurring services under the coalition program.)
Community Outreach: CO
Increasing community awareness of coalition's efforts, initiatives, and building community support. Includes
time spent making contracts and communicating with partner to coordinate media/public awareness campaigns
or projects, preparing and participating in coalition presentations, participating in community meetings to
support planning and implementation of common efforts, and working with media (newspaper articles, social
media, newsletters, billboards, preparing media interviews with coalition members, etc.).
Key Leader Engagement/Relationship Building: KLE/RB
Increasing key leader and policy makers' awareness of coalition's strategic plan. Nurture community
partnerships. Includes time spent organizing and implementing Key Leader Orientation (KLO) events,
meetings with key decision or policy makers in the community to build and strengthen relationships that will
result in future partnerships or common visions for services. Includes any effort to build community awareness
of coalition or coalition's direction with Key Leaders (i.e., emails, phone calls, meetings, interactions).
Coordinate Professional Development: CPD
Increasing knowledge and skills of coordinator to support coalition. Includes time spent viewing webinars,
reading resources related to prevention research and new information, learning about hot topics and topics of
interest that the coalition has requested more information about, training related to coalition development and
community organization and participating in and attending required DBHR meetings for Coalition
Coordination.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 69
Enter estimated Coalition Coordinator hours monthly in the following categories:
Strategic Planning: SP
The process, findings decisions and plan for the future for each step of the planning framework. Includes time
spent supporting coalition structure development, ensuring cultural competency, advancing sustainability,
assessing needs, and overseeing coalition's priority needs selection, resources assessment, gap analysis,
strategy selection, action plan development, evaluation planning, and involvement in developing and writing
plan.
Technical Assistance to Coalition Strategy Implementation: TA
Providing technical assistance to support coalition members to carry out action plans. Includes time spent
supporting coalition efforts and related initiatives as needed to assist the coalition in successful
implementation. Includes technical assistance to youth coalitions, coalitions and workgroups and
subcommittees.
Reporting and Evaluation: R&E
Ensuring all data related to the coalition’s strategies activities are reported analyzed and evaluated. Includes
time spent collecting pre/posttests, community surveys, coalition assessments (annually), providing Technical
Assistance for evaluation, gathering community input, preparing evaluation tools for coalitions, meeting with
community partners to facilitate outreach for community participation in evaluation, collecting local data from
partners, reviewing outcomes, support coalition's evaluation workgroup, preparing reports for coalitions
feedback, entering service date and evaluation on behalf the coalition into PBPS.
Organization Support: OS
Ensuring proper functioning and accountability to internal structures/fiscal agent. May include time spent
participating in budget/fiscal meetings and communication, attending internal staff meetings, sub-contracting
related to coalition's plan and processing billing paperwork.
Other: Other
Coordinator time that does not include coalition coordination services. Example include: Sick leave,
annual/vacation leave, maternity/paternity leave, bereavement, jury duty, and holiday.
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 70
Appendix 19: CPWI Coalition Coordinator New Hire Qualifications Checklist
Form available on Athena Forum at www.theathenaforum.org/cpwi_coalition_coordinator_new_hire_qualifications_checklist
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 71
Appendix 20: Community Survey Requirements for CPWI Communities
The following table provides the required minimum community surveys to be collected annually by CPWI Community
Coalition.
Number of
Minimum
Required
SURVEYS
Community
Population
Estimate
Reported in
Data Book
CPWI Community/
School District Name
Population
(All ages)
10
0
s
u
r
v
e
y
s
Up to 3,999
TEKOA 950
WATERVILLE 1,671
CUSICK 2,007
POMEROY 2,175
MORTON 2,760
WAHKIAKUM 3,189
MARY WALKER 3,228
DARRINGTON 3,235
REPUBLIC 3,333
KLICKITAT 3,422
DAYTON 3,820
14
0
s
u
r
v
e
y
s
4,000-10,999
REARDAN 4,320
MOUNT ADAMS 4,439
CONCRETE 4,867
RAINIER 5,141
STEVENSON-CARSON 6,330
QUILLAYUTE VALLEY 6,740
KITTITAS 7,622
SAN JUAN 7,685
TENINO 9,591
CASTLE ROCK 10,006
OCEAN BEACH 10,070
OMAK 10,508
HOQUIAM 10,740
18
0
s
u
r
v
e
y
s
11,000-29,999
CHIMACUM 11,438
PROSSER 13,170
ORTING 13,404
OTHELLO 15,178
CLARKSTON 18,523
WASHOUGAL 19,563
SHELTON 23,945
SUNNYSIDE 24,661
EAST VALLEY (Spokane) 26,055
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 72
Appendix 20 continued Community Survey Requirements for CPWI
Communities
Number of
Minimum
Required
SURVEYS
Community
Population
Estimate
Reported in
Data Book
CPWI Community/
School District Name
Population
(All ages)
21
5
s
u
r
v
e
y
s
30,000 – 109,999
FERNDALE 30,961
WALLA WALLA 37,655
MONROE 37,771
VASHON ISLAND 10,857
OAK HARBOR 38,256
MOSES LAKE 40,385
WENATCHEE 43,046
NORTH KITSAP 46,321
BREMERTON 46,618
FRANKLIN PIERCE 50,606
MARYSVILLE 70,187
PASCO 71,072
CLOVER PARK 81,122
BELLINGHAM 102,589
25
0
s
u
r
v
e
y
s
More than 110,000
WEST CENTRAL (Spokane)
S.E. SEATTLE
DISCOVERY
CENTRAL SEATTLE
HIGHLINE
DBHR Community Prevention & Wellness Initiative (CPWI)
Community Coalition Guide
Appendix 73
Appendix 21: Commonly Used Prevention Resources
Division of Behavioral Health and Recovery - DBHR (formerly DASA) website: www.dshs.wa.gov/bhsia .
o www.theathenaforum.org/ - online resource for prevention professionals- managed by DBHR
o www.starttalkingnow.org/ Washington State Reducing Underage Drinking (RUaD) website
o CPWI training www.theathenaforum.org/training/cpwi_trainings
Modifiable slides on the following topics are available for your use:
Community Coalition Orientation
Key Leader Event
Needs Assessment Clinic
Resources Assessment
o For more information about programs that have shown outcomes in substance abuse prevention and
mental health promotion www.theathenaforum.org/learning_library/ebp.
The PBPS – DBHR reporting system: https://waprev.onmosaix.com/waprevent2015/pEnter.aspx.
Healthy Youth Survey (HYS) student survey reports are available at www.askhys.net/.
Archival data is at www.dshs.wa.gov/sesa/research-and-data-analysis/community-risk-profiles, and clicking on
School District will provide a list to narrow down to community level.
The Substance Abuse Professional Systems Training (SAPST) is at www.pscbw.com/Pages/default.aspx
Information on how to obtain the Certified Prevention Professional (CPP) accreditation is at
www.pscbw.com/Pages/CPPApplicationProcess.aspx.
o Important CPP Due Dates www.pscbw.com/Pages/ImportantDueDates.aspx
The SAMHSA- Federal Substance Abuse and Mental Health Services Administration is at
www.samhsa.gov/prevention.
The CSAP Principles of Effective Substance Abuse Prevention are important for program implementation and
planning and are located at www.theathenaforum.org/sites/default/files/CSAP_Principles_of_SA_Prevention.pdf.
The CADCA Primers Series is at www.cadca.org/resources/series/Primers .
Community Prevention & Wellness Initiative (CPWI) is a partnership with Washington State DSHS
Division of Behavioral Health and Recovery, Office of the Superintendent of Public Instruction,
Local County Governments, Educational Service Districts, and Local Community Coalitions.
For more information about CPWI go to
www.theathenaforum.org